Export Program Manual
Some processes, equipment, and materials described in this manual may be patented. Inclusion in this 

manual does not constitute permission for use from the patent owner. The use of any patented invention in 

the performance of the processes described in this manual is solely the responsibility of the user. APHIS 

does not indemnify the user against liability for patent infringement and will not be liable to the user or to any 

third party for patent infringement.

The U.S. Department of Agriculture (USDA) prohibits discrimination in all its programs and activities on the 

basis of race, color, national origin, age, disability, and where applicable, sex, marital status, familial status, 

parental status, religion, sexual orientation, genetic information, political beliefs, reprisal, or because all or 

part of any individual’s income is derived from any public assistance program. (Not all prohibited bases 

apply to all programs). Persons with disabilities who require alternative means for communication of 

program information (Braille, large print, audiotape, etc.) should contact USDA’s TARGET Center at (202) 

720-2600 (voice and TDD). To file a complaint of discrimination, write to USDA, Director, Office of Civil 

Rights, 1400 Independence Avenue, SW., Washington, DC 20250-9410, or call (800) 795-3272 (voice) or 

(202) 720-6382 (TDD). USDA is an equal opportunity provider and employer.

When using pesticides, read and follow all label instructions.

Second Edition Issued March 2010
03/2023-31 Export Program Manual TOC-1

Export Program 

Manual

Contents

Figures LOF-1-1

Tables LOT-1-1

Introduction 1-1-1

Policy 2-1-1

General Procedures

 The Process of Export Certification 3-1-1

 Completing Application for Export Certification (PPQ Form 572) 3-2-1

 Determining Eligibility and Import Requirements for Certification 3-3-1

 Verifying Import Requirements 3-4-1

 Completing PPQ Forms 577 and 579 3-5-1

 Completing PPQ Form 578 3-6-1

 User Fees 3-7-1

Special Procedures

 Commodity • Lumber 4-1-1

 Commodity • Cotton 4-2-1

 Commodity • Grain (Federal Grain Inspection Service (FGIS)) 4-3-1

 Commodity • Seed 4-4-1

 Commodity • Seed Potatoes 4-5-1

 Commodity • Used Agricultural Machinery 4-6-1

 Commodity • High-Quality Specialty Grain (HQSG) 4-7-1

Special Procedures

 Special Programs • Federal-State Cooperative Export Program 5-1-1

 Special Programs • Lumber Certification 5-2-1

Appendix A

 Internal Communication A-1-1

Appendix B

 Phytosanitary Export Database (PExD) B-1-1

Appendix C

 Phytosanitary Certificate Issuance & Tracking (PCIT) C-1-1

Appendix D

 Responsibilities D-1-1

Appendix E

 Collecting State and County Export Certificate Fees E-1-1

Appendix F

 Supplemental Forms F-1-1

Glossary Glossary-1-1

Index Index-1-1
Contents 

TOC-2 Export Program Manual 03/2023-31
03/2023-31 Export Program Manual LOF-1

Export Program 

Manual

Figures

Figure 3-1-1 Schematic of the Process of Export Certification 3-1-2

Figure 3-2-1 Example of PPQ Form 572, Application for Inspection and Certification of Plants and Plant Products for Exports 3-2-2

Figure 3-5-1 Examples of Lining Out Unused Space 3-5-4

Figure 3-5-2 Example of PPQ Form 577, Phytosanitary Certificate 

(blank) 3-5-6

Figure 3-5-3 Example of PPQ Form 579, Phytosanitary Certificate for Reexport (blank) 3-5-10

Figure 3-6-1 Example of PPQ Form 578, Export Certificate, Processed Plant 

Products (blank) 3-6-4

Figure 3-7-1 Certificates Issued Worksheet 3-7-20

Figure 3-7-2 Checks Collected Worksheet 3-7-22

Figure 3-7-3 Refund Request Worksheet 3-7-25

Figure 4-2-1 PPQ Form 519, Compliance Agreement 4-2-2

Figure 5-1-1 Model Letter for Documenting Major Errors Found on an Export 

Certificate 5-1-5

Figure 5-2-1 Example of treatment section on the phytosanitary certificate 

certifying kiln drying 5-2-3

Figure 5-2-2 Example of treatment section on the phytosanitary certificate 

certifying heat treatment 5-2-4

Figure 5-2-3 Kiln Dried Treatment Certificate Example 5-2-7

Figure 5-2-4 Heat Treatment Certificate Example 5-2-13

Figure 5-2-5 PPQ Kiln Treatment Certificate Example 5-2-14

Figure 5-2-6 Example of MOU for Kiln-Dried Sawn Hardwood Lumber

 5-2-16

Figure 5-2-7 Example of MOU for Mill Certification Program for Heat Treatment of Coniferous Sawn Wood Going to European Union 

Member States 5-2-25

Figure 5-2-8 Example of MOU for Kiln Dried Coniferous Sawn Wood

 5-2-30

Figure 5-2-9 Example of MOU for Debarking and Grub Control of Coniferous 

Sawn Wood 5-2-36

Figure 5-2-10 Example of Certificate of Debarking and Grub Hole Control

 5-2-39

Figure 5-2-11 Example of Biannual Audit Checklist for Mill Certification 

Programs 5-2-42

Figure E-1-1 Initial Setup for State and County Fee Remittance 

Worksheet E-1-3

Figure F-1-1 Example of AMS Form SC-66, Report of Inspection F-1-2
Figures 

LOF-2 Export Program Manual 03/2023-31

Figure F-1-2 Example of AMS Form SC-146E, Certificate of Quality and Condition (Processed Foods) F-1-3

Figure F-1-3 Example of AMS Form SC-147CS, Certificate of Quality and 

Condition (Processed Foods) Quality Assurance (blank)

 F-1-4

Figure F-1-4 Example of AMS Form SC-149CS, Certificate of Quality and 

Condition (Processed Foods) Continuous Inspection 

(blank) F-1-5

Figure F-1-5 Example of AMS Form SC-294, Report on Sanitary Inspection 

(blank) F-1-6

Figure F-1-6 Example of AMS Form SC-489e, Memorandum Report of Inspection for Processed Raisins F-1-7

Figure F-1-7 Example of APHIS Form 47, Transmittal and Receipt for Accountable Items (blank) F-1-8

Figure F-1-8 Example of APHIS Form 94, Record of Public Funds Received 

 F-1-9

Figure F-1-9 Example of FGIS Form 921-2, Inspection Report–Insects in 

Grain F-1-11

Figure F-1-10 Instructions for Completing Form FGIS-921-2 F-1-13

Figure F-1-11 Held Shipment Worksheet F-1-16

Figure F-1-12 Example of PPQ Form 576, Attachment Sheet for Phytosanitary 

Certificate or Phytosanitary Certificate for Reexport F-1-18
03/2023-31 Export Program Manual LOT-1

Export 

Program 

Tables

Table 1-1-1 How to Use Decision Tables 1-1-7

Table 1-1-2 Reporting Issues With or Suggestions for the Export Program 

Manual 1-1-9

Table 3-2-1 Instructions for Applicants to Complete PPQ Form 572 3-2-3

Table 3-2-2 Instructions for ACOs to Complete PPQ Form 572 3-2-4

Table 3-3-1 Determine Eligibility for Certification Based on Commodity

 3-3-2

Table 3-3-2 Determine Action to Take on Mushroom Spawn 3-3-2

Table 3-3-3 Determine Eligibility for Certification Based on Origin and 

Destination 3-3-3

Table 3-3-4 Determine Eligibility for Certification Based on CITES and ESA 

Status 3-3-4

Table 3-3-5 Common Import Requirements 3-3-5

Table 3-4-1 Documentation Presented 3-4-1

Table 3-4-2 Acceptable Inspection Certificates and Documents 3-4-2

Table 3-4-3 Hypergeometric Table for Random Sampling 3-4-4

Table 3-4-4 Determine Pest Freedom 3-4-5

Table 3-4-5 Action to Take When a Commodity Must be Free from 

Pests 3-4-6

Table 3-4-6 Action to Take When Commodity May Require Treatment

 3-4-7

Table 3-4-7 Action to Take When Commodities May Enter Only During Specific Periods 3-4-8

Table 3-4-8 Action to Take When a Commodity May Enter Only Specified 

Ports 3-4-9

Table 3-4-9 Recording Inspection Results on Multipart Paper Forms

 3-4-10

Table 3-4-10 Deciding When to Issue PPQ Form 577 or 579 3-4-11

Table 3-5-1 Instructions to Complete PPQ Form 577 3-5-7

Table 3-5-2 Instructions to Complete PPQ Form 579 3-5-11

Table 3-5-3 Distribution of PCIT Generated Copies of PPQ Forms 577 and 

579 3-5-13

Table 3-5-4 Distribution of PPQ Form 577, Phytosanitary Certificate

 3-5-13

Table 3-5-5 Distribution of PPQ Form 579, Phytosanitary Certificate for 

Reexport 3-5-14

Table 3-5-6 Decide Whether to Replace a PCIT issued PPQ Form 577 or 

579 Based on Original Issuance 3-5-15

Table 3-5-7 Decide Whether to Replace a Non-PCIT, 4–Part PPQ Form 577 

or 579 Based on Original Issuance 3-5-16
Tables

LOT-2 Export Program Manual 03/2023-31

Table 3-6-1 Instructions for Completing PPQ Form 578, Export Certificate, 

Processed Plant Products 3-6-2

Table 3-6-2 Instructions for Distributing PPQ Form 578, Export Certificate, 

Processed Plant Products 3-6-5

Table 3-7-1 : Administrative Fees for Export Certificates 3-7-2

Table 3-7-2 User Fees for Export Certificates 3-7-4

Table 4-2-1 Hypergeometric Table for Random Sampling 4-2-6

Table 4-3-1 Species that FGIS Can Inspect 4-3-4

Table 4-3-2 Determine Action to Take on Grain Inspected by FGIS 4-3-5

Table 4-3-3 Determine Whether to Issue PPQ Form 577 or 579 4-3-5

Table 4-3-4 Completion of PPQ Forms 577 or 579 for Grain Products

 4-3-7

Table 4-3-5 Determine Whether to Use the FGIS Certificate to Issue a PPQ 

Form 577 or 579 4-3-8

Table 4-4-1 Amount of Seed to Collect from Each Lot 4-4-2

Table 4-4-2 Computing Number of Subsamples Based on Seed 

Packaging 4-4-2

Table 4-4-3 Determining How Many Subsamples to Draw from Seed in 

Bags 4-4-3

Table 4-4-4 Inspecting the Sample 4-4-5

Table 4-5-1 Tolerances for Generation 2—U.S. Export Seed Potatoes

 4-5-10

Table 4-5-2 Tolerances for Generation 3—U.S. Export Seed Potatoes

 4-5-10

Table 4-5-3 Tolerances for Generation 4—U.S. Export Seed Potatoes

 4-5-10

Table 4-5-4 Tolerances for Generation 5—U.S. Export Seed Potatoes

 4-5-11

Table 5-1-1 List of Active Federal-State MOUs 5-1-13

Table 5-2-1 KD Inspection Company Marks 5-2-4

Table 5-2-2 Lumber Grading Agencies Participating in Mill Certification Programs for Heat Treatment of Coniferous Sawn Wood 5-2-8

Table 5-2-3 Heat Treatment Inspection Company Marks 5-2-9

Table 5-2-4 Lumber Grading Agencies Participating in Mill Certification Programs for Kiln Drying of Coniferous Sawn Wood 5-2-32

Table 5-2-5 List of Lumber Grading Agencies Participating in Mill Certification Programs for Kiln Drying, Debarking, and Grub Hole 

Control 5-2-38

Table F-1-1 Instructions to Complete PPQ Form 576, Attachment Sheet for 

Phytosanitary Certificate or Phytosanitary Certificate for 

Reexport F-1-19
10/2019-28 Export Program Manual 1-1-1

Chapter

1

Introduction

Contents

Purpose 1-1-2

Scope 1-1-3

Users 1-1-4

Enabling Legislation 1-1-4

Plant Protection Act 1-1-4

7 CFR Part 353—Export Certification 1-1-4

7 CFR Part 354.3—User Fees for Certain International Services 1-1-4

Program Standards 1-1-5

IPPC Standards 1-1-5

NAPPO Standards 1-1-5

Conventions 1-1-5

Advisories 1-1-5

Boldfacing 1-1-6

Bulleted Lists 1-1-6

Chapters 1-1-6

Contents 1-1-6

Control Data 1-1-6

Decision Tables 1-1-7

Examples 1-1-7

Footnotes 1-1-7

Heading Levels 1-1-7

Hypertext Links (Highlighting) to Tables, Figures, and Headings 1-1-8

Indentions 1-1-8

Italics 1-1-8

Numbering Scheme 1-1-8

Numbering Scheme 1-1-8

Section 1-1-8

Revisions to Manuals 1-1-8

Immediate Updates 1-1-8

New Editions 1-1-9

Supersede Statements 1-1-9

Transmittals 1-1-9

Using the Manual 1-1-9
Introduction

Purpose

1-1-2 Export Program Manual 10/2019-28

Purpose

The Export Program Manual (XPM) is a reference to use when inspecting 

commodities and issuing export certificates.

Unless specified otherwise, all references to “export certificate(s)” in the XPM 

refer to the following:

PPQ Form 577, Phytosanitary Certificate

PPQ Form 578, Export Certificate, Processed Plant Products

PPQ Form 579, Phytosanitary Certificate for Reexport

Phytosanitary Issues Management (PIM), Export Services (ES) is the 

headquarters unit within the United States Department of Agriculture, Animal 

and Plant Health Inspection Service, Plant Protection and Quarantine (USDA–

APHIS–PPQ), that maintains the export program for U.S. applicants for export 

certification of U.S. and foreign-origin agricultural commodities.

The Export Certification Program does not require certification of any exports, 

but does provide certification of plants and plant products as a service to 

exporters. After assessing the phytosanitary condition of the plants or plant 

products intended for export, relative to a foreign country’s import regulations, 

an Authorized Certification Official (ACO) issues an internationally 

recognized phytosanitary certificate (PPQ Form 577), a phytosanitary 

certificate for reexport (PPQ Form 579), or an export certificate for processed 

plant products (PPQ Form 578), if warranted. USDA–APHIS–PPQ also enters 

into written agreements with industry to allow the issuance of industry-issued 

certificates giving assurance that a plant product has been handled, processed, 

or inspected in a manner required by a foreign government. An example of an 

industry-issued certificate includes the ISPM 15 treatment mark.

NOTICE

USDA–APHIS–PPQ does not regulated the exportation of commodities.
Introduction

Scope

10/2019-28 Export Program Manual 1-1-3

Scope

The information in the XPM is based on international standards, PPQ policy, 

and regulations providing procedures for certifying commodities offered for 

export. The XPM also covers information about PPQ’s Phytosanitary Export 

Database (PExD), an electronic database that provides current information on 

the plant import requirements of foreign countries. The Phytosanitary 

Certificate Issuance and Tracking System (PCIT) automates the issuance of a 

phytosanitary certificate, including the collection and tracking of its related 

information.

This manual is divided into the following chapters:

Introduction on page 1-1-1

Policy on page 2-1-1

General Procedures on page 3-1-1

Special Procedures on page 4-1-1

The manual also includes Appendixes, a Glossary on page Glossary-1-1, and 

an Index on page Index-1-1.

The Policy chapter provides the framework needed to coordinate and execute 

activity throughout the export program. Policy statements help focus attention 

and resources on high-priority issues—aligning and merging efforts to achieve 

program goals.

The General Procedures chapter explains the operational processes required to 

implement program policy and how ACOs carry out their responsibilities.

The Special Procedures chapter is subdivided into two groups:

Commodity—covers the special procedures for certifying specific 

commodities

Special Programs—covers the special procedures for certifying 

commodities associated with special programs

The Appendixes contain the following topics:

Supplementary information not considered procedural

Explanations and elaborations not essential to the manual but helpful to 

the user

Information that interrupts the main flow of the procedures, making the 

procedures more difficult to follow
Introduction

Users

1-1-4 Export Program Manual 10/2019-28

The Glossary defines specialized words, abbreviations, and acronyms 

associated with certifying commodities for export.

The Index contains topics with links and page numbers for quick reference.

Although the XPM does mention and give some direction for using PExD as 

related to the procedures, the XPM does not comprehensively cover the use of 

databases related to export certification. Related databases include PExD and 

Phytosanitary Certificate Issuance and Tracking (PCIT).

Users

Federal, State, and California County ACOs use the XPM as a reference for 

inspecting commodities and issuing export certificates.

The experience of users will vary, but ACOs should have a working knowledge 

of the following:

PPQ policy

PCIT

PExD

Enabling Legislation

Plant Protection Act

To enable PPQ to help applicants meet the plant quarantine import 

requirements of foreign countries, Section 418, CERTIFICATION FOR 

EXPORTS, of the Plant Protection Act (PPA) provides the authority for issuing 

export certificates for the export of commodities. The regulations for enforcing 

the Plant Protection Act are 7 CFR Part 353 and 7 CFR Part 354.

7 CFR Part 353—Export Certification

7 CFR Part 353 provides export certification authorities.

7 CFR Part 354.3—User Fees for Certain International 

Services

7 CFR Part 354.3 provides information on the collection of export certification 

user fees.
Introduction

Program Standards

10/2019-28 Export Program Manual 1-1-5

Program Standards

The U.S. export program is based on standards established by the International 

Plant Protection Convention (IPPC) and the North American Plant Protection 

Organization (NAPPO). The U.S. export program has an obligation and 

responsibility to meet the standards developed by the IPPC and the NAPPO. 

The primary standards on which the U.S. export program is based are the 

following:

IPPC Standards

The IPPC standards consist of International Standards for Phytosanitary 

Measures (ISPMs).

NAPPO Standards

The NAPPO standards consist of Regional Standards for Phytosanitary 

Measures (RSPMs).

PPQ is delegated as the National Plant Protection Organization (NPPO) and 

assumes the responsibilities for ensuring the U.S. export program meets 

international standards. To facilitate the export of commodities for our 

stakeholders and have a credible export program that is respected by our 

trading partners, our program will follow the policies and procedures in this 

manual. Our policies and procedures are designed to be consistent with IPPC 

and NAPPO standards.

The primary roles related to export certification and their responsibilities are 

outlined in Appendix D on page D-1-1.

Conventions

Conventions are established by custom and are widely recognized and 

accepted. Major conventions used in the XPM follow.

Advisories

Advisories are used throughout the XPM to bring important information to the 

user’s attention. Please carefully review each advisory. The definitions 

coincide with American National Standards Institute (ANSI) and are in the 

format shown below.

! DANGER

DANGER indicates imminent risk of death or serious injury.
Introduction

Conventions

1-1-6 Export Program Manual 10/2019-28

Boldfacing

Boldfaced type is used to emphasize important words throughout the XPM. 

These words include: always, cannot, do not, does not, except, must, never, 

no, not, only, other than.

Bulleted Lists

Bulleted lists indicate that there is no order to the information listed.

Chapters

This manual contains the following chapters: Introduction, Policy, General 

Procedures, and Special Procedures.

Contents

Most chapters and sections of a chapter have a table of contents listing the 

heading titles and is located at the beginning to help find information.

Control Data

Control data are the numbers located at the bottom of most pages, opposite the 

page number, which can be used to track revisions. At the top of the page is the 

chapter, section, and first-level heading. At the bottom of the page is the 

month, year, manual transmittal number, manual title, and page number.

! WARNING

WARNING indicates possible risk of serious injury.

! CAUTION

CAUTION indicates minor to moderate risk of injury.

NOTICE

NOTICE alerts readers of important information or Agency policy.

SAFETY

SAFETY indicates general instructions or reminders related to safety.

EXAMPLE The numbers at the bottom of the page are 3/2023-29.

 3/2023 is the month and year when the manual page was issued

 -29 is the transmittal number
Introduction

Conventions

10/2019-28 Export Program Manual 1-1-7

Decision Tables

Decision tables are used throughout the XPM. The first and middle columns in 

each table represent conditions, and the last column represents the action to 

take after all conditions listed for that row are considered. Begin with the 

column headings and move left to right, if the condition does not apply, 

continue one row at a time until you find the condition that does apply. Refer to 

Table 1-1-1 for guidance on using decision tables.

Examples

Examples are used to clarify a point by applying to a real-world situation. 

Examples always appear in boxes as a means of visually separating them from 

the other information contained on the page.

Footnotes

Footnotes are usually placed at the bottom of a page that comment on or cite a 

reference from a designated part of the text. The following types of footnotes 

are used in the XPM.

General text footnotes located at the bottom of the page, which are 

consecutively numbered throughout the manual

Table or figure footnotes located directly below the associated table or 

figure (if a table or figure continues beyond one page, the associated 

footnotes will appear on the last page)

Heading Levels

Within each chapter and section there are three heading levels. The first-level 

heading is indicated by a horizontal line across both left and right columns 

with the heading language across the left and right columns directly 

underneath. The body text after a first-level heading is located inside the 

margined text area, one life after the heading language. The second- and thirdlevel headings are inside the margined text area with the body text following 

underneath. 

Table 1-1-1 How to Use Decision Tables

If you: And if the condition 

applies: Then:

Read this column cell and 

row first

Continue in this cell TAKE the action listed in this 

cell

Find the previous condition 

did not apply, read this column cell

Continue in this cell TAKE the action listed in this 

cell

EXAMPLE Examples are graphically placed boxes within the text as a means of 

visually separating information from other information contained on 

the page. Examples will always appear in a box.
Introduction

Revisions to Manuals

1-1-8 Export Program Manual 10/2019-28

Hypertext Links (Highlighting) to Tables, Figures, and 

Headings

Tables, figures, and headings are cross-referenced in the body of the manual. 

These appear in blue hypertext in the online manual.

Indentions

Entry requirements summarized from CFRs, import permits (IPs), or policies 

are indented on the page.

Italics

The following items are italicized throughout this manual.

Cross-references to headings

Publication names

Scientific names of commodities

Numbering Scheme

A three-level numbering scheme is used in this manual for pages, tables, and 

figures. The first number represents the chapter. The second number represents 

the section. The third number represents the page, table, or figure. This 

numbering scheme allows for easier updating and adding pages without having 

to reprint an entire chapter. Dashes are used in page numbering to differentiate 

page numbers from decimal points.

Section

Some of the chapters in this manual are broken down into sections. Each 

section begins on a new, right-hand page. Sections are identified by the second 

number in the numbering scheme used for this manual. The manual chapters 

General Procedures and Special Procedures are divided into sections.

Revisions to Manuals

Export Services (ES) issues transmittals for advance notices, immediate 

updates, and new editions of manuals.

Immediate Updates

Immediate updates are issued when the revisions are urgently needed and 

cover six pages or less.

EXAMPLE Refer to Table 1-1-2 on page 1-1-9 to determine how to report 

problems with the XPM.
Introduction

Using the Manual

10/2019-28 Export Program Manual 1-1-9

Transmittals for immediate updates usually contain the following information:

List of the updated pages

Purpose of the immediate update

Supersede statement

Transmittal number (used to track revisions)

New Editions

For new editions to online manuals, transmittal e-mails are issued.

Supersede Statements

Supersede statements identify existing official documents that are no longer 

valid or accurate because they have been incorporated into the manual. 

Supersede statements are included in transmittals.

ES is obligated to identify all existing official documents that are superseded. 

If manual users accessed outdated information that was not formally 

superseded, the agency may be liable. Therefore, supersede statements are 

critical from a legal standpoint.

Transmittals

Transmittals are the correspondence accompanying immediate updates and 

new editions. Transmittals explain the manual revision. Each transmittal has a 

unique number usually identified in the subject line, which can be used to track 

revisions. New editions always start with the transmittal number of -01 and the 

number increases by one for each revision made during the life of the edition.

Using the Manual

Review the Table of Contents (TOC) of this manual to get a feel for the scope 

of covered material. Use the TOC in each chapter (mini TOC) to find the 

needed information. If the TOC or mini TOC is not specific enough, turn to the 

Index to find the topic and corresponding page number.

Table 1-1-2 Reporting Issues With or Suggestions for the Export Program 

Manual

If you: Then:

 Are unable to access the online 

manual

 Have a suggestion for improving the 

formatting (layout, spelling, etc.

CONTACT the Export Services Manuals Unit 

Liaison at 301-851-2279 or via email at 

michael.j.perry@usda.gov.

 Disagree with policy procedure

 Have an urgent situation requirement an immediate response

CONTACT someone for assistance (refer to 

Appendix A on page A-1-1 for the established 

contact protocol)
Introduction

Using the Manual

1-1-10 Export Program Manual 10/2019-28
10/2019-28 Export Program Manual 2-1-1

Chapter

2 Policy

Contents

Accreditation 2-1-2

ACO Accreditation 2-1-2

Seed Health Accreditation 2-1-2

Additional Declarations (ADs) 2-1-3

Authority for Entering Additional Declarations 2-1-3

Additional Official Phytosanitary Information 2-1-3

Certification Eligibility Review 2-1-3

Commercial Information 2-1-4

Confidentiality 2-1-4

Export Certificates 2-1-5

Phytosanitary Certificate (PPQ Form 577) and Phytosanitary Certificate 

for Reexport (PPQ Form 579) 2-1-5

Export Certificate for Processed Plant Products (PPQ Form 578) 2-1-6

Export Certification Violations 2-1-6

Export Treatments 2-1-6

Verifying Seed Treatments 2-1-7

Field Inspections 2-1-7

Genetically Modified Organisms 2-1-7

Grain 2-1-8

Agricultural Marketing Service (AMS) Federal Grain Inspection Service 

(FGIS) Inspection Authority 2-1-9

Official Samples, Inspection, and Testing 2-1-9

Seed Sampling and Testing 2-1-10

Pest Free Area (PFA) or Pest Free Place of Production (PFPP) 2-1-11

Establishing a PFA 2-1-11

Establishing a PFPP 2-1-11

Resources for Determining PFAs or PFPPs 2-1-12

Phytosanitary Certificate Issuance & Tracking (PCIT) 2-1-13

Federal ACOs 2-1-13

State and County ACOs 2-1-14

Prohibited Information on an Export Certificate 2-1-14

Recordkeeping 2-1-15

Replacement 2-1-15

PPQ Forms 577 or 579 for Commodities in a Foreign Country 2-1-15

Return of Foreign Origin Commodities to the Country of Origin 2-1-16

Safeguarding 2-1-16

Safety 2-1-16

PPQ Field Operations Safety & Health Managers 2-1-16

Time Limits 2-1-17
Policy

Accreditation

2-1-2 Export Program Manual 10/2019-28

Time Limits for Field Inspections and Laboratory Testing 2-1-17

Replacing PPQ Forms 577 and 579 Outside PPQ’s Time Limit Policy 

2-1-18

USDA Letterhead Statements 2-1-18

User Fees 2-1-18

Accreditation

ACO Accreditation

Authorized Certification Official (ACO) accreditation is in accordance with 7 

CFR 353 and the NAPPO Regional Standards for Phytosanitary Measures 

(RSPM) No. 8. Also refer to Reaccreditation of ACOs on page 5-1-3 and 

PPQ’s Accreditation Systems and Programs website.

Seed Health Accreditation

PPQ’s National Seed Health System (NSHS) provides accreditation to nongovernment entities to perform the following testing and inspections required 

for an ACO to issue a PPQ Form 577 or 579. Each nongovernment entity is 

audited and evaluated by the NSHS under the direct supervision of the 

Accreditation Manager for PPQ.

Laboratory testing for plant pathogens using the standardized methods 

approved by the NSHS

Growing season inspections of seed-producing fields, nurseries, or 

greenhouses for disease freedom using standardized methods approved 

by the NSHS

Sampling of seeds using standardized methods and procedures approved 

by the NSHS

Visual inspections of seeds for phytosanitary certification using PPQapproved methods at the applicant’s facility for insects, weed seeds, soil, 

and other contaminants

It is against PPQ policy to issue certificates for commodities:

That underwent testing or inspection by a non-accredited entity

Based on results of an activity conducted before the entity was accredited

ACOs may accept results from accredited entities for accredited phytosanitary 

procedures. These documented results serve to determine eligibility to issue 

PPQ Forms 577 or 579 for seeds intended for propagation.

The most current information about the accredited entities and the functions 

they are allowed to perform can be found on the PPQ website.
Policy

Additional Declarations (ADs)

10/2019-28 Export Program Manual 2-1-3

Additional Declarations (ADs)

ADs are official government assurances regarding the phytosanitary status of a 

plant or plant product.

Authority for Entering Additional Declarations

ADs can be included only on PPQ Forms 577 or 579. ADs must be, based on 

activities performed in the U.S., verified by an ACO and supported by 

documentation such as field inspection results, lab testing results, etc. If a 

required AD is prohibited by PPQ policy, certification cannot be provided.

If an applicant is an Authorized Entity (AE) and is authorized by the local State 

or County duty station to enter ADs, then the ACO should provide the 

necessary AD(s) to the applicant and the ACO must verify that the information 

on the phytosanitary certificate is correct before signing.

Additional Official Phytosanitary Information

Additional official phytosanitary information, such as inspection, testing, etc., 

conducted in the United States and verified by an ACO, can be included on a 

phytosanitary certificate at the request of exporters to facilitate future reexports from a foreign country. This information is separated from the first 

country import requirements, and is listed in the AD block, under a heading 

titled: Additional Official Phytosanitary Information.

Certification Eligibility Review

Occasionally applicants request review of a commodity deemed ineligible for 

certification. Export Services (ES) cannot consider any request until the 

applicant provides all necessary information to ES.

Listed below is the information that ES must have to review the request.

Destination country

Date the applicant wishes to ship

Description of commodity and, if processed, a detailed description of the 

process. The description must include the following information: 

ingredients, origin of each ingredient, process applied to each ingredient 

and the botanical name of each ingredient. All information will be held in 

strict confidence. The process must be described in detail.

How the commodity is packaged

Intended use

Name of applicant with contact information
Policy

Commercial Information

2-1-4 Export Program Manual 10/2019-28

Official communication from the foreign NPPO, if available

If necessary, the applicant may have to supply ES with a sample of the 

commodity

The ability to make a decision will depend on the quality of the information. 

ES will make every effort to provide a decision once all necessary information 

has been provided.

Commercial Information

Based on ISPM 12, phytosanitary certificates are not commercial documents. 

Commercial information cannot be referenced on phytosanitary certificates 

and is not to be used as the basis for phytosanitary certification. The most 

common forms of commercial information requested are the following:

Letters of credit

Trade names, sizes, or other commercial terms

Tariff numbers

Purchase contract or booking numbers

Tax ID numbers

Confidentiality

Records containing privileged or confidential trade information and 

commercial or financial information (obtained from a person) is exempt from 

mandatory release under the Freedom of Information Act (FOIA). (Refer to 

Title 5, United States Code, Section 552(b)(4).) However, FOIA applies only 

to agency records in the possession of a federal agency at the time the FOIA 

request is made.

If someone requests a completed or partially completed certificate, a State 

record that provided the basis for a certificate, or any information in these 

documents, the request must be forwarded to the Freedom of Information Act/

Privacy Act (FOIA/PA) Officer for PPQ at the following address:

Legislative and Public Affairs Staff, APHIS, USDA

4700 River Road, Unit 50

Riverdale, Maryland 20737-1232

Phone: 301-851-4102

NOTICE

If the import requirements are available and you cannot verify that the requirements 

have been met, the remaining phytosanitary conditions must occur in the United 

States under the supervision of an ACO.
Policy

Export Certificates

10/2019-28 Export Program Manual 2-1-5

Certificates and State records that provide the basis for issued certificates 

maintained by State cooperating agencies are not subject to the Federal FOIA. 

However, many States have open government laws that may require the release 

of records maintained by State agencies. Therefore, if someone requests a 

completed or partially completed certificate, a State document that provided 

the basis for a certificate, or any information in these documents, the State or 

County employee should not release any information unless appropriate State 

officials determine that release of the information is required by State law.

Export Certificates

Phytosanitary Certificate (PPQ Form 577) and Phytosanitary 

Certificate for Reexport (PPQ Form 579)

Phytosanitary certification for exports is not a requirement of the USDA. 

Phytosanitary certification is provided as a service to U.S. applicants based on 

the phytosanitary requirements of foreign countries. After assessing the 

phytosanitary condition of the commodities intended for export, an ACO 

issues these internationally recognized phytosanitary certificates:

PPQ Form 577, Phytosanitary Certificate on page 3-5-4

PPQ Form 579, Phytosanitary Certificate for Reexport on page 3-5-8

No liability is attached to the United States Department of Agriculture (USDA) 

or to any of its representatives with respect to phytosanitary certificates.

PPQ Forms 577 and 579 conform with the model certificates in ISPM 12 of the 

International Plant Protection Convention (IPPC) and are used to document the 

phytosanitary condition of exported commodities. Before issuing PPQ Form 

577 or 579, the Authorized Certification Official (ACO) signing the form must

officially verify the consignment has been inspected and all the phytosanitary 

requirements of the importing country have been met. Anytime a PPQ Form 

577 or 579 is issued, the preprinted certification statement assures the 

importing country that the shipment conforms to its requirements regarding 

freedom from regulated pests. In addition, it is PPQ policy that all shipments 

certified are practically free from all non-regulated pests. This policy allows 

for no more than a 2 percent infestation level of any nonregulated pest.

NOTICE

For reexports, if the importing country requirements are available and you cannot

verify that the requirements have been met in the country of origin, then any required 

phytosanitary conditions of the importing country must occur in the United States 

according to PPQ Policy.
Policy

Export Certification Violations

2-1-6 Export Program Manual 10/2019-28

Export Certificate for Processed Plant Products (PPQ Form 578)

PPQ Form 578 was created to assist U.S. exporters of processed products 

whose shipments may be placed in jeopardy if an official document is not

issued. PPQ Form 578 can only be issued for items listed in the Phytosanitary 

Export Database (PExD). Some commodities found in the Processed Products 

(PPQ Form 578) list are designated as eligible for either a PPQ Form 577 or 

578. Items listed only for a PPQ Form 578 may not be issued a PPQ Form 577 

even at the exporter’s request.

Even though a PPQ Form 578 is not a phytosanitary certificate, there is a 

similar statement preprinted in the signature block regarding freedom from 

injurious plant pests due to the processed nature of the shipment.

Export Certification Violations

Unauthorized changes to an export certificate are in violation of 7 CFR 353 

and may be prosecuted under the Plant Protection Act (PPA) (7 USC 7701) and 

other applicable laws. Any unauthorized changes can result in a foreign 

government rejecting a shipment. If a violation is discovered, the State Plant 

Health Director (SPHD) should consider the circumstances surrounding the 

violation and determine the next course of action, which may entail an 

Investigative and Enforcement Services (IES) investigation.

Export Treatments

PPQ does not have the authority to require more restrictive phytosanitary 

measures than the importing country. When verifying an export treatment, 

ensure that the basic components of the treatment are met. Importing countries’ 

treatment requirements are provided through published regulations, import 

permits, and/or other official communication. Quality assurance should be 

maintained at the local level to ensure that all treatments are conducted 

according to the importing country’s requirements. PPQ accepts treatments by 

State, County and AMS-FGIS cooperators for inclusion on phytosanitary 

certificates. All treatments included on PPQ Forms 577 and 579 must be based 

on the following:

1. The foreign country’s import requirements

2. The registered pesticide label

3. The safety of employees

Verify and record details of the treatment in the appropriate section of the 

certificate. Examples of the verification of treatments not witnessed by the 

ACO follow:
Policy

Field Inspections

10/2019-28 Export Program Manual 2-1-7

Treatments conducted by a licensed pest control operator under compliance are 

acceptable as long as they provide documentation proving the foreign 

country’s requirements were met.

Verifying Seed Treatments

It may not be necessary to be physically present to witness the treatment when 

verifying a seed treatment on an export certificate. If a treatment is indicated 

on the label of the seed, it is monitored by the State personnel to ensure 

Environmental Protection Agency (EPA) compliance. In such cases it is 

acceptable to attest to seed treatments based on the information contained on 

the seed label.

Field Inspections

States, Counties, and entities accredited under the National Seed Health 

System (NSHS) conduct field inspections to meet foreign import requirements 

for various U.S. commodities. Often, foreign countries require a growing 

season inspection by an official certifying agency in the country of origin, and 

the results of the inspection may need to be recorded on a phytosanitary 

certificate as an additional declaration. For the purpose of export certification, 

USDA–APHIS–PPQ recognizes all State and county field inspection reports as 

well as those issued by entities accredited under the NSHS. Those with a 

question pertaining to a field inspection report should contact the issuing State 

or county for clarification.

Genetically Modified Organisms

Export certificates cannot be used to certify the Genetically Modified 

Organism (GMO) status of a commodity. If a country requires that an export 

certificate attest to GMO status, then the export certificate cannot be issued.

EXAMPLE  Evidence of seed treatment, such as the presence of a powder coating 

on seeds

 Evidence of kiln drying by “KD” marks on lumber, checking moisture content, and inspecting kiln charge chart

 Evidence of compression of cotton bales, such as presence of Permanent Bale Identification (PBI) tags and bale weight(s)

NOTICE

Do not list treatments recorded on foreign phytosanitary certificates in the treatment 

section of PPQ Form 579 since these treatments did not occur in the United States.

NOTICE

Do not attest to treatments listed on foreign seed labels on a reexport certificate 

since these treatments did not occur in the United States.
Policy

Grain

2-1-8 Export Program Manual 10/2019-28

If the importing country has GMO requirements that are not tied to 

phytosanitary certification, various other Federal agencies may be able to assist 

an applicant to meet foreign GMO requirements.

The Agricultural Marketing Service Federal Grain Inspection Service (AMSFGIS) is a source for GMO certification or letterhead statements for grain. 

These letterhead statements may or may not meet an importing country’s 

requirements. ACOs can refer applicants to the AMS–FGIS International 

Affairs Division (202-690-3368) for assistance on GMO inquiries for grain. 

For more information, refer to AMS-FGIS Directive 9180.67.

Grain

When certifying grain, it is PPQ policy to only attest to the freedom of insects 

and weed seeds when required by an additional declaration. By definition grain 

is intended for processing or consumption and is generally recognized as low 

risk for the introduction of weeds. This policy applies, whether the requirement 

is stated in an export summary or official communication.

The reason for this policy is that it is impractical to:

Inspect parent plants during active growth in the field

Identify and preserve the grain produced from those fields due to normal 

movement and commingling

Adequately inspect grain for disease organisms once harvested

Laboratory testing cannot be used as a basis for certification because a 

methodology for representative sampling and testing for disease causing 

organisms in grain has never been developed.

Exceptions to this policy are the following:

When the pathogen is not known to occur in the U.S.

When there is an ongoing national survey for the pathogen (currently only

Karnal bunt of wheat, Tilletia indica)

Special programs approved by ES

Unique exceptions for special crops with unique handling and marketing 

(pulses and rice) as documented in PExD

NOTICE

When certifying grain, ACOs must never attest to freedom or apparent freedom from 

plant disease causing organisms such as bacteria, fungi, nematodes, viruses, etc.
Policy

Official Samples, Inspection, and Testing

10/2019-28 Export Program Manual 2-1-9

Agricultural Marketing Service (AMS) Federal Grain 

Inspection Service (FGIS) Inspection Authority

USDA–APHIS and AMS–FGIS have entered into a Memorandum of 

Understanding (MOU) on page 4-3-9 setting forth the policies and procedures 

by which AMS–FGIS and USDA–APHIS will collaborate on issuing 

phytosanitary certificates. If AMS–FGIS conducts the phytosanitary inspection 

for grain, an FGIS Form 921-2, Inspection Report–Insects in Grain on page 

F-1-11 is required for certification.

In addition to inspecting grain (milled or not), AMS–FGIS is authorized to 

provide phytosanitary inspections for the commodities listed under the heading 

Species that FGIS Can Inspect on page 4-3-4 if they are derived from grain.

Official Samples, Inspection, and Testing

It is PPQ policy that all sampling, inspection, and testing for PPQ Form 577 

and PPQ Form 579 be officially conducted by government officials or 

accredited entities. Adhering to this policy further ensures shipment integrity 

and program credibility. Under no circumstances can an applicant provide their 

own sample for these phytosanitary certificates.

The shipment must remain unadulterated after sampling has taken place. No

additions can be made to the total count or weight of the shipment after 

sampling.

If a PPQ Form 577 or 579 is issued based on laboratory testing, keep 

documentation supporting the decision.

NOTICE

The sampling and inspection of commodities for the issuance of a PPQ Form 578

do not have to be official samples; they may be submitted by the applicant.

NOTICE

Inspections should be conducted on the entire shipment. The preferred method of 

certifying a commodity for export is to inspect the commodity before it is containerized.

NOTICE

There is no method for inspecting or obtaining representative samples for commodities in retail packaging.
Policy

Official Samples, Inspection, and Testing

2-1-10 Export Program Manual 10/2019-28

The above policy does not:

Supersede specific instructions in an export summary in PExD, work 

plans, or other official communication with respect to laboratory tests and 

time limits

Change the policy with respect to inspection and time limits; inspections 

must be conducted within specified time limits

Official sampling and inspecting may be conducted by:

Federal, State, or county officials

Cooperating agencies such as the Agricultural Marketing Service (AMS)

for grain and grain products (refer to Commodity • Grain (Federal Grain 

Inspection Service (FGIS)) on page 4-3-1) for specific commodities

Nongovernment entities accredited for seed sampling and inspection 

(refer to Seed Health Accreditation on page 2-1-2)

Personnel at cotton compliant warehouses

Seed Sampling and Testing

Federal laboratories, State laboratories, university laboratories, and companies 

accredited under the USDA–APHIS–PPQ Accreditation Program may test and 

sample seed.

Seed must be sampled and inspected prior to encapsulation (pelletized 

seed) or embedding into other media (e.g., seed mats).

Should the seed be treated with a fungicide or pelletized after the 

laboratory analysis or test, the increase in weight must match the amount 

of product applied to the seed.

Some laboratory analyses cannot be conducted on treated seeds. The 

ACO must check with the laboratory first before submitting a sample(s).

The lot number cannot change after the laboratory analysis or test has 

taken place.

Accredited entities are authorized only to perform those specific 

phytosanitary functions for which accreditation is held and listed and 

does not negate the need for a phytosanitary inspection.

NOTICE

ACOs must caution applicants that shipments cannot be certified until all inspection 

results have been finalized. The applicant is responsible for maintaining the identity 

and integrity of the consignment and for safeguarding the commodity after inspection from infestation or infection from harmful organisms.
Policy

Pest Free Area (PFA) or Pest Free Place of Production (PFPP)

10/2019-28 Export Program Manual 2-1-11

Pest Free Area (PFA) or Pest Free Place of Production (PFPP)

A country may require that a commodity originate from a PFA or a PFPP. In 

order to qualify for this requirement, PFAs and PFPPs must be demonstrated 

by scientific evidence as described below.

Establishing a PFA

1. A written plan outlining how the proposed PFA would satisfy the 

requirements found in ISPM 4 and ISPM 8 must be developed. The 

requirements for establishing and maintaining the PFA will vary according 

to the biology of the pest, the size and nature of the area, and the available 

information pertaining to the pest. The methods used to achieve the PFA 

may include:

A. General surveillance supported by data (historical records)

B. Surveys (include survey type and proposed methods)—all survey data 

must be entered into an appropriate record keeping system (e.g., 

National Agricultural Pest Information System (NAPIS), Integrated 

Plant Health Information System (IPHIS), etc.)

C. Regulatory controls (buffer zones, restrictions on movement of 

regulated articles, routine monitoring, etc.)

D. Auditing of records (review and evaluation)

E. Documentation (reports and work plans)

2. If a survey was conducted, the negative survey data must be entered into 

the appropriate record keeping system.

3. Periodic checks to verify that pest freedom has been maintained must be 

carried out and entered into the record keeping system as outlined in the 

accepted PFA plan.

Establishing a PFPP

1. A written plan outlining how the purposed PFPP would satisfy the 

requirements found in ISPM 10 and ISPM 8 must be developed. The 

requirements for establishing and maintaining the PFPP will vary 

according to the biology of the pest, the size and nature of the area, and the 

available information pertaining to the pest. The methods used to achieve 

the PFPP may include:

A. A system to establish pest freedom including official surveys for one or 

more years as appropriate

B. A system to maintain pest freedom

a. Preventive measures (e.g., elimination of other host material)

b. Exclusion measures (e.g., physical barriers, screens, controls)
Policy

Pest Free Area (PFA) or Pest Free Place of Production (PFPP)

2-1-12 Export Program Manual 10/2019-28

c. Pest control measures (e.g., cultural methods, treatments and 

resistant cultivars)

C. Verification that pest freedom has been attained or maintained (e.g., 

growing season inspections, compliance agreements, sampling, etc.)

D. A system to maintain product identity, consignment integrity and 

phytosanitary security (labeling)

E. The establishment and maintenance of an appropriate buffer zone

2. Surveys and/or growing season inspections can be conducted.

3. Periodic checks to verify freedom has been maintained must be carried out 

and entered into a record keeping system. These records must be 

maintained at the PFPP and be available for review.

A country may state that a commodity is prohibited from:

Areas in which a specific pest occurs (they do not specify the area)

Areas considered infected/infested with a pest

Conversely, some countries may specify the areas in the U.S. that they 

recognize as free from a specific pest, but not always. If PExD does not

specify which areas of the U.S. are considered free of a pest, the ACO 

must make that determination before deciding whether a commodity is 

prohibited. For guidance and clarification on this topic, follow the 

approved contact protocol listed in Appendix A on page A-1-1.

Resources for Determining PFAs or PFPPs

Use the following resources for additional information:

APHIS Plant Pests and Diseases

Area identifiers, PPQ

Cooperative extension services

Crop Protection Compendium (CABI)

State or county officials

Universities

NOTICE

The information in CABI is based on voluntary reports; if CABI does not list a pest 

as occurring in the United States, the pest may occur, but no one has sent a report to 

CABI.
Policy

Phytosanitary Export Database (PExD)

10/2019-28 Export Program Manual 2-1-13

Phytosanitary Export Database (PExD)

The Phytosanitary Export Database (PExD) is the repository of foreign 

countries phytosanitary import requirements for U.S. origin commodities. 

PExD enhances APHIS–PPQ’s ability to maintain the export program for U.S. 

exporters. PExD supports Export Services (ES) with the task of entering export 

summaries for foreign countries. PExD provides reusable text to facilitate 

uniform and consistent entry of export summaries. PExD also provides PPQ, 

State, and county cooperators, and industry user’s easy access to export 

summaries via direct user queries. PExD interfaces with the Phytosanitary 

Certificate Issuance & Tracking System (PCIT) application processing. During 

application processing users are provided with pertinent export summaries 

based on the importing country, commodity, and other data contained in PExD. 

This information may be retrieved by users with access to PCIT or for those 

without access to PCIT, via the PExD link at the bottom of the PCIT home 

page.

Phytosanitary Certificate Issuance & Tracking (PCIT)

PCIT tracks the inspection of agricultural products and certifies compliance 

with plant health standards of importing countries. This capability provides 

USDA–APHIS–PPQ with greater fraud prevention, reporting functions, and 

monitoring capabilities for exported commodities.

PCIT was first released in December 2005. PCIT use is mandatory for all 

Federal ACOs. Use and acceptance of PCIT continues to increase among State 

and County ACOs as well as industry. PPQ employees involved with the 

export program are required to support and facilitate the use of PCIT by 

industry and cooperators.

Federal ACOs

All PPQ employees involved with the export program should know how 

to log in and use PCIT

All PPQ Forms 577, 578, and 579 must be issued through PCIT

Paper PPQ Forms 577, 578, and 579 should be retained for backup in case 

PCIT is down for more than 4 hours

All applications for certification should either be entered by the applicant 

through PCIT or be entered by the PPQ duty station. Ideally, industry will 

enter these applications; therefore, PPQ employees should encourage 

industry to use PCIT to submit applications.

PPQ employees should work with industry contacts by educating them 

about PCIT and its advantages
Policy

Prohibited Information on an Export Certificate

2-1-14 Export Program Manual 10/2019-28

Industry or cooperators may access PCIT directly. Industry users can register 

their own organizations and submit applications to any duty station. 

Cooperators should contact their local Export Certification Specialist (ECS) 

for a PIN.

PCIT currently allows users to generate the following forms:

PPQ Form 572, Application for Inspection and Certification of Plants and 

Plant Products for Export1

PPQ Form 577, Phytosanitary Certificate1

PPQ Form 578, Export Certificate, Processed Plant Products1

PPQ Form 579, Phytosanitary Certificate for Reexport1

PCIT enables PPQ managers to obtain real-time information in order to 

respond to foreign notices of non-compliance and generate reports concerning 

certified commodities.

State and County ACOs

PCIT use by State and county ACOs is strongly recommended.

Prohibited Information on an Export Certificate

ACOs must never enter or authenticate the following information on an export 

certificate:

Advice number

Aflatoxins or other mycotoxins

Authorization number (not same as letter of authorization for European 

Union (EU))

Fitness for human consumption

Freedom from animal diseases and statements about animal health 

concerns

Freedom from plant disease-causing organisms for any grain, when the 

disease occurs in the United States

Genetic composition and/or disease resistance

Grade and/or quality

Import reference number

Import tariff item number

1 A copy can be printed by an applicant, while the original can be printed only by authorized entities 

and ACOs.
Policy

Recordkeeping

10/2019-28 Export Program Manual 2-1-15

Intended use (such as for scientific purposes)

Letter of commitment number

Letter of credit number or requirements

Levels of radioactivity, nuclear radiation, or radionuclides associated with 

a commodity

Official verification listed in an export summary or an import permit

Pesticides or other chemical residues

Purchase contract number

References pertaining to a permit or a permit number issued by the 

Division of Management Authority (DMA) for protected plant species

References to genetically modified organism (GMO) status

References to trade names, sizes, or other commercial terms

References to wild collected plants

Requested statements that are not of a phytosanitary nature, such as 

economic permits, quantity or quality restrictions, or methods of 

packaging

Tax identification numbers

Unofficial requests from applicants and consignees

Recordkeeping

PPQ policy on retention of documents is as follows:

PCIT generated certificates and documentation attached in PCIT are 

automatically archived

PPQ Forms 577, 578, and 579 and all supporting documentation: retain 

for 3 years

All CITES/ESA and supporting documentation: retain for 5 years

Any documents associated with USDA user fees: retain for 3 years

Replacement

PPQ Forms 577 or 579 for Commodities in a Foreign Country

If a consignment has been exported from the United States, has not officially 

entered the commerce of the importing country, and is being stored in a foreign 

country, you can replace a PPQ Form 577 or 579 to change the country name to 

a different country.
Policy

Return of Foreign Origin Commodities to the Country of Origin

2-1-16 Export Program Manual 10/2019-28

Return of Foreign Origin Commodities to the Country of Origin

Foreign origin commodities that have entered U.S. commerce, been 

safeguarded, or remain sealed in original packaging, which are being returned 

to the country of origin, can be certified without official communication from 

the country of origin. Exporters should verify if there are additional 

phytosanitary requirements from the country of origin prior to exportation.

Safeguarding

Regulated pests of concern cannot infest or infect the shipment after official 

sampling, inspection, testing, or treatment has taken place. Exporters must

ensure that the shipment is safeguarded. ACOs should confer with an 

entomologist, pathologist, nematologist, etc. if they have concerns about 

safeguarding.

Safety

PPQ Field Operations Safety & Health Managers

Debra A. Shambaugh (Fort Collins, Colorado)

Occupational Safety and Health Manager

Office: 970-494-7560

Cell: 970-218-8228

(Alt): 307-649-2461 (alternate phone)

Email: Debra.A.Shambaugh@usda.gov

NOTICE

The storage or repackaging of a consignment in another country may result in a 

change of the phytosanitary status of the consignment and the exporter will need to 

request a reexport certificate from the country in which the commodity is being 

stored or repackaged.
Policy

Time Limits

10/2019-28 Export Program Manual 2-1-17

Gerald L. Campbell (Raleigh, North Carolina)

Occupational Safety and Health Manager

Office: 919-855-7308

Cell: 919-637-2210

Email: Gerald.L.Campbell@usda.gov

Time Limits

“Time limits” refer to the amount of time that is allowed between inspections 

and certificate issuance. PPQ’s policy on time limits is that an export certificate 

must be issued within 30 days of the phytosanitary inspection.

It is preferred that exporters request certificates before the shipment leaves the 

country. Once the product leaves the United States, options such as 

reinspection and treatment are no longer available. In addition to PPQ’s policy 

on time limits, each importing country may specify its own time limit 

requirements. PPQ policy must be met even if a country’s time limits refers to 

the time period between certificate issuance and exportation. Exporters must

meet the importing country’s time limits. If an importing country’s time limit is 

more restrictive than PPQ’s policy, the importing country’s time limit 

requirement will take precedence.

In order to ensure time limits are met, it is important to understand the 

difference between each type of date.

Inspection date: The date an Authorized Certification Official (ACO) or 

other authorized entity conducts the phytosanitary inspection

Issuance date: The date a certificate is signed

While the dates of issuance and inspection can be the same, they are two 

different actions.

Time Limits for Field Inspections and Laboratory Testing

If a country requires a laboratory test and the regulated pests of concern 

cannot infest the commodity post-harvest, the laboratory test does not have to 

be conducted within the time limits specified either by the country or PPQ’s 

general policy on time limits, if the following conditions are met:

NOTICE

If a consignment leaves the country within the PPQ 30-day time limit, then a phytosanitary certificate may still be issued upon request up to 60 days post-inspection, 

unless the importing country time limit is more restrictive.1

1 Documentation such as a bill of lading or airway bill must be provided for verification.
Policy

USDA Letterhead Statements

2-1-18 Export Program Manual 10/2019-28

1. The commodity was harvested and was put into storage;

2. The commodity has remained unadulterated since the laboratory test was 

conducted.

In addition, field inspections do not have to meet time limits if the regulated 

pests of concern cannot infest the commodity post-harvest.

If a PPQ Form 577 or 579 is issued based on laboratory testing, keep 

documentation supporting the decision. This policy does not:

Supersede specific instructions in an export summary in PExD, work 

plans, or other official communication with respect to laboratory tests and 

time limits

Change the policy with respect to inspection and time limits; inspections 

must be conducted within specified time limits

Replacing PPQ Forms 577 and 579 Outside PPQ’s Time Limit 

Policy

Replacing PPQ Forms 577 and 579 is acceptable outside the 30 day time limit. 

The quantity previously certified cannot increase.

USDA Letterhead Statements

On some occasions, applicants request certification for commodities that are 

not eligible for any type of export certification from USDA–APHIS. In these 

cases, USDA–APHIS may issue a letterhead document to facilitate applicants’ 

shipments. These documents are issued only by PPQ personnel. If needed, 

State, or County ACOs must request this document from the appropriate ECS, 

SPHD or PPQ regional office personnel.

User Fees

It is PPQ policy to collect user fees for export certificates. PPQ has the 

authority to collect user fees through 7 CFR 354.3. State or county cooperators 

can establish their own fees for issuing Federal export certificates, based on 7 

CFR 354.3.

NOTICE

There is no time limit or expiration on the validity of commodity testing if a shipment’s integrity (for example, a hermetically sealed container) has been maintained 

and verified.
11/2011-13 Export Program Manual 3-1-1

Chapter

3

General Procedures

The Process of Export Certification

Contents

Introduction 3-1-1

Steps for Certifying a Commodity 3-1-3

Introduction

Export certification is a service provided to assist U.S. applicants in meeting 

the import requirements of foreign countries. Refer to Figure 3-1-1 on page 

3-1-2 for an overview of the steps for certifying commodities offered for 

export. The overview is followed by a brief summary of each step.
General Procedures: The Process of Export Certification

Introduction

3-1-2 Export Program Manual 11/2011-13

Figure 3-1-1 Schematic of the Process of Export Certification

Step 1

5HYLHZ$SSOLFDWLRQIRU

&HUWLILFDWLRQ

334)RUP

3(['

([SRUW3URJUDP

0DQXDO;30

2IILFLDO

&RPPXQLFDWLRQ

Step 2

'HWHUPLQH(OLJLELOLW\DQG,PSRUW

5HTXLUHPHQWVIRU&HUWLILFDWLRQ

Step 3

9HULI\7KDW,PSRUW

5HTXLUHPHQWVDUH6DWLVILHG

Step 4

&RPSOHWH([SRUW&HUWLILFDWH

334)RUPDQG

Step 5

&ROOHFW8VHU)HH

&)5

'RFXPHQW5HYLHZ

6DPSOLQJ

,QVSHFWLRQ

7HVWLQJ

7UHDWPHQW
General Procedures: The Process of Export Certification

Steps for Certifying a Commodity

11/2011-13 Export Program Manual 3-1-3

Steps for Certifying a Commodity

Step 1: Review Application for Certification

The application may be a PCIT application (PPQ Form 572), Paper PPQ Form 

572, or other application (refer to Completing Application for Export 

Certification (PPQ Form 572) on page 3-2-1).

Step 2: Determine Eligibility and Import Requirements for Certification

ACOs must determine whether the commodity is eligible for an export 

certificate. Their assessment is based on the commodity type, the commodity’s 

origin and destination, and the commodity’s protected status.

After determining eligibility, ACOs then determine the importing country’s 

phytosanitary requirements before conducting an inspection or issuing a 

certificate. The import requirements of a country may be provided by either the 

Phytosanitary Export Database (PExD) or official communication from the 

National Plant Protection Organization (NPPO) of the importing country.

If a third party country will not provide an import permit or other official 

communication, but has published import requirements, the exporter must

provide a highlighted copy of those requirements that pertain to the commodity 

being certified.

Based on whether the commodity can meet the import requirements, ACOs 

then determine whether they can issue a certificate (refer to Determining 

Eligibility and Import Requirements for Certification on page 3-3-1).

Step 3: Verify That Import Requirements Are Satisfied

Once the eligibility and import requirements have been identified, the import 

requirements must be verified (refer to Verifying Import Requirements on page 

3-4-1).

Step 4: Complete Export Certificate

ACOs must prepare the appropriate export certificate as listed and described 

below. Refer to Completing PPQ Forms 577 and 579 on page 3-5-1 and 

Completing PPQ Form 578 on page 3-6-1 for further information.

PPQ Form 577, Phytosanitary Certificate

PPQ Form 578, Export Certificate, Processed Plant Products

PPQ Form 579, Phytosanitary Certificate for Reexport

NOTICE

Official communication from a foreign country’s NPPO supersedes information found 

in the country’s summary in PExD.
General Procedures: The Process of Export Certification

Steps for Certifying a Commodity

3-1-4 Export Program Manual 11/2011-13

Step 5: Collect User Fee

PPQ has established user fees that applicants must pay for export certificates. 

Refer to User Fees on page 3-7-1 for further information.
10/2019-28 Export Program Manual 3-2-1

Chapter

3

General Procedures

Completing Application for Export Certification 

(PPQ Form 572)

Contents

Introduction 3-2-1

Creating an Application (PPQ Form 572) in PCIT 3-2-3

Completion of a Paper PPQ Form 572 3-2-3

Application Data (to be completed by applicants) 3-2-3

Export Inspection Data (to be completed by ACOs) 3-2-4

Distribution 3-2-4

PCIT Generated PPQ Form 572 3-2-4

Non-PCIT Generated PPQ Form 572 3-2-5

Introduction

PPQ Form 572, Application for Inspection and Certification of Plants and 

Plant Products for Export, provides the information needed to determine a 

commodity’s eligibility and import requirements.

It is the applicant’s responsibility to submit a request for an export certificate in 

a timely manner. The preferred method for applying is with Phytosanitary 

Certificate Issuance and Tracking (PCIT). For further information on PCIT, 

refer to Appendix C on page C-1-1. Applicants can download PPQ Form 572 

from the APHIS Electronic Forms Library website. Refer to Figure 3-2-1 on 

page 3-2-2 for an example of PPQ Form 572.

This section provides instructions for completing PPQ Form 572 using PCIT 

or the paper equivalent.

NOTICE

ACOs are responsible for holding in strict confidence any information provided by 

industry.
General Procedures: Completing Application for Export Certification (PPQ Form 572)

Introduction

3-2-2 Export Program Manual 10/2019-28

Figure 3-2-1 Example of PPQ Form 572, Application for Inspection and Certification of Plants and Plant 

Products for Exports

No Phytosanitary Export Certificate can be issued

until an application is completed (7 CFR 353).

FORM APPROVED OMB NO. 0579-0052

According to the Paperwork Reduction Act of 1995, no persons are required to respond to a collection of information unless it

displays a valid OMB control number. The valid OMB control number for this information collection is 0579-0052. The time

required to complete this information collection is estimated to average .25 minutes/hours per response, including the time for

reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and

reviewing the collection of information.

U.S. DEPARTMENT OF AGRICULTURE

ANIMAL AND PLANT HEALTH INSPECTION SERVICE

PLANT PROTECTION AND QUARANTINE

APPLICATION FOR INSPECTION AND CERTIFICATION OF DOMESTIC PLANTS AND

PLANT PRODUCTS FOR EXPORT

INSTRUCTIONS: APPLICANT - Forward original

to the Officer in Charge where inspections,

treatment, and certification will be given (Item 4). 

Complete items 1 thru 11. OFFICER - Complete

items 12 thru 17.

1. NAME AND ADDRESS OF EXPORTER 3. NAME AND ADDRESS OF APPLICANT (or exporters agent)

2. NAME AND ADDRESS OF FOREIGN CONSIGNEE 4. PLACE WHERE ARTICLES WILL BE MADE AVAILABLE FOR INSPECTION

AND/OR TREATMENT AND CERTIFICATION(Port and location)

7. DESCRIPTION OF ARTICLES TO BE CERTIFIED

QUANTITY AND NAME

OF PRODUCE AND 

BOTANICAL NAME

NUMBER AND 

DESCRIPTION OF

PACKAGES

DISTINGUISHING

MARKS

CERTIFIED ORIGIN

a.

b.

c.

d.

8. DECLARED MEANS OF CONVEYANCE

9. DECLARED POINT OF ENTRY

5. APPROX. DATE OF DEPARTURE

AREA CODE AND PHONE NO.

6. PORT OF EXPORT

I certify that the origin (place where grown) of the articles listed is as

represented.

10. SIGNATURE (applicant or exporters agents)

EXPORT INSPECTION DATA - (To be filled in by Plant Protection and Quarantine Officer)

12. LOCATION OF ARTICLES 13. % OF MATERIALS EXAMINED 14. % OF MATERIALS INFESTED

15. FINDINGS AND/OR TREATMENT GIVEN (Use reverse if necessary)

11. DATE

16. SIGNATURE 17. DATE AND TIME INSPECTED

PPQ FORM 572

(APR 2005)
General Procedures: Completing Application for Export Certification (PPQ Form 572)

Creating an Application (PPQ Form 572) in PCIT

10/2019-28 Export Program Manual 3-2-3

Creating an Application (PPQ Form 572) in PCIT

To create an application in PCIT, visit the PCIT Quick Reference Guides 

website and the Industry Users Quick Reference Guide to create an 

application.

Completion of a Paper PPQ Form 572

Application Data (to be completed by applicants)

Refer to Table 3-2-1 for instructions on completing blocks 1 through 11 of PPQ 

Form 572.

Table 3-2-1 Instructions for Applicants to Complete PPQ Form 572 (page 1 of 2)

If the block is: Then:

1. NAME and ADDRESS of 

EXPORTER

Enter the complete name and mailing address of the applicant of record. The applicant’s address must be in the United States or affiliated islands.

2. NAME and ADDRESS of FOREIGN CONSIGNEEEnter the complete name and physical address of the ultimate consignee of record. 

The country listed in this block must be the same country as that listed in Block 9: 

Declared Point of Entry.

3. NAME and ADDRESS of 

APPLICANT (or EXPORTER’S 

AGENT)

Enter the complete name, mailing address, and phone number of the applicant. Only

U.S. addresses will be accepted. If this is the same as Block 1 state “same as Block 

1”.

4. PLACE WHERE ARTICLES 

WILL BE MADE AVAILABLE for 

INSPECTION and/or TREATMENT and CERTIFICATION (Port 

and Location)

Enter the complete address where the shipment will be available for inspection and/or 

treatment.

5. APPROX. DATE of DEPARTUREEnter the expected date of departure from the United States.

6. PORT of DEPARTURE Enter the port or location the shipment will be exported from.

7. DESCRIPTION of ARTICLES 

to BE CERTIFIED.

a. Quantity and Name of Produce and Botanical Name: Enter the quantity, common name and scientific name for each commodity. It is the applicant’s responsibility 

to enter the scientific name for all commodities. Indicate the intended end use of the 

commodity, e.g. animal feed, consumption, processing, plants for planting, etc.

b. Number and Description of Packages: Enter the number and types of shipping 

containers.

c. Distinguishing Marks: Enter the markings exactly as they appear on the containers, cartons, bags, bales, boxes, products, truck licenses, or railway cars. If there are 

no distinguishing marks, enter “NONE”.

d. Certified Origin: Enter where the product was grown or cultivated by State, County, 

district, or other geographical or political subdivision as necessary by the phytosanitary regulations of the importing country. Documentation supporting origin of the commodity may be required.
General Procedures: Completing Application for Export Certification (PPQ Form 572)

Distribution

3-2-4 Export Program Manual 10/2019-28

Export Inspection Data (to be completed by ACOs)

Refer to Table 3-2-2 for instructions on completing blocks 12 through 17 of 

PPQ Form 572.

Distribution

PCIT Generated PPQ Form 572

No further distribution, submission, or filing is required, since distribution is 

automated within PCIT.

8. DECLARED MEANS of CONVEYANCEEnter the name of the airline or name of the vessel. If the means of conveyance is 

unknown, enter, as appropriate, “airfreight”, “ocean vessel,” “railroad,” or “truck line.” 

For rail or truck shipments to Canada or Mexico, enter the name of the railroad or truck 

line, if known. For mail shipments, enter “air mail,” “surface mail,” “express mail,” or 

the carrier name.

9. DECLARED POINT of ENTRY Enter the point (s) of entry. Enter the approved country name if the specific point of 

entry is unknown.

10. SIGNATURE (applicant or 

exporter’s agent)

By signing the application the applicant attests that “I certify that the origin (place 

where grown) of the articles listed is as represented.”

11. DATE Enter the date the application is signed.

Table 3-2-1 Instructions for Applicants to Complete PPQ Form 572 (page 2 of 2)

If the block is: Then:

Table 3-2-2 Instructions for ACOs to Complete PPQ Form 572

If the block is: Then:

12. LOCATION OF ARTICLES LIST the place where you inspected the commodities

13. % OF MATERIALS EXAMINEDLIST the percentage (how much) of commodities that were inspected

14. % OF MATERIALS 

INFESTED

LIST the percentage of commodities that were infested or infected

15. FINDINGS AND/OR TREATMENT GIVEN (use reverse if 

necessary)

LIST all findings and/or treatments given as a result of your inspection, which may 

include the following:

1. Pest or disease if infested or infected

2. Details of the treatment if treated

3. Applicant actions to meet the phytosanitary import requirements (e.g., repackaging, reconditioning, or debarking)

4. Unique or unusual situation about the shipment such as additional declarations 

to be entered on the export certificate

5. Supporting documents provided by the applicant such as an import permit, 

inspection certificate, State phytosanitary certificate, or treatment information

6. Intended use of commodity if needed to determine the phytosanitary requirements of the importing country (e.g., wheat grain or wheat seeds)

16. SIGNATURE SIGN your name (ACO)

17. DATE AND TIME 

INSPECTED

ENTER the date and time the commodities were inspected
General Procedures: Completing Application for Export Certification (PPQ Form 572)

Distribution

10/2019-28 Export Program Manual 3-2-5

Non-PCIT Generated PPQ Form 572

If the applicant uses a PPQ Form 572, attach it with the inspection results to the 

“Issuing Office Copy” of the multipart form and file according to retention 

guidelines.
General Procedures: Completing Application for Export Certification (PPQ Form 572)

Distribution

3-2-6 Export Program Manual 10/2019-28
04/2023-34 Export Program Manual 3-3-1

Chapter

3

General Procedures

Determining Eligibility and Import Requirements 

for Certification

Contents

Introduction 3-3-1

Determining Eligibility 3-3-1

Eligibility Based on Commodity 3-3-1

Eligibility Based on Origin and Destination 3-3-3

Eligibility Based on Protected Status 3-3-3

Determining Import Requirements 3-3-4

Official Communication 3-3-5

Phytosanitary Export Database (PExD) 3-3-6

Introduction

Authorized Certification Officials (ACOs) use a variety of factors to determine 

if a commodity is eligible for export certification. This section enables an ACO 

to determine if a commodity is eligible for an export certificate and provides 

guidance on how to determine the phytosanitary requirements of the importing 

country.

Determining Eligibility

The following tables will help the ACO determine eligibility based on 

commodity type, degree of processing, origin, destination, and protected 

status.

Eligibility Based on Commodity

Refer to Table 3-3-1 to decide if you can certify the commodity.
General Procedures: Determining Eligibility and Import Requirements for Certification

Determining Eligibility

3-3-2 Export Program Manual 04/2023-34

Table 3-3-1 Determine Eligibility for Certification Based on Commodity

If the commodities are: And they are: And they are: Then based on what the articles are:

Plants, parts of plants, or 

derived from plants 

(including edible mushrooms)

Processed 

products

Listed in the Phytosanitary 

Export Database (PExD) 

Processed Products (PPQ 

Form 578)

1. CONSIDER eligible for PPQ Form 

578

2. REFER to Eligibility Based on Origin 

and Destination on page 3-3-3

Listed in PExD under Ineligible Commodities1

1. CONSIDER ineligible for a certificate

2. EXIT this manual

Listed in PExD as eligible 

for certification and all conditions can be met

1. CONSIDER eligible for a PPQ Form 

577 or 579

2. REFER to Eligibility Based on Origin 

and Destination on page 3-3-3 Unprocessed 

products

Used agricultural 

machinery

1. CONSIDER eligible for PPQ Form 

577 only

2. REFER to Commodity • Used Agricultural Machinery on page 4-6-1

Mushroom spawn 1. CONSIDER eligible for PPQ Form 

577 only

2. REFER to Table 3-3-2

Neither plants nor anything derived from plants 

nor used agricultural 

machinery

1. CONSIDER ineligible for a certificate

2. EXIT this manual

Mixture or combination of 

plant and non-plant 

materials

REFER to the contact protocol in Internal 

Communication on page A-1-1

1 The Ineligible Commodities list is not all inclusive. Do not use this list to determine if a commodity is ELIGIBLE for certification – only that a commodity is INELIGIBLE.

Table 3-3-2 Determine Action to Take on Mushroom Spawn

If the mushroom spawn facility: Then:

Provides the following documentation verifying treatment 

of the substrate:

 Date the substrate1 is sterilized

 Means used to sterilize the substrate

 Duration and temperature of the sterilization process

 The scientific name of the spawn

1. INSPECT the shipment

2. COMPLETE PPQ Form 577 (refer to Completing PPQ 

Forms 577 and 579 on page 3-5-1)

 In Block 9, Name of Produce, enter “Spawn”

 In Block 10, enter scientific name

Does not provide the above documentation verifying 

treatment of the substrate

1. CONSIDER ineligible for an export certificate

2. EXIT this manual

1 A substrate is any plant or plant product on which the mycelium will grow.
General Procedures: Determining Eligibility and Import Requirements for Certification

Determining Eligibility

04/2023-34 Export Program Manual 3-3-3

Eligibility Based on Origin and Destination

Refer to Table 3-3-3 to decide if you can certify a commodity based on its 

origin and destination.

Eligibility Based on Protected Status

Commodities may be protected by either the Convention on International 

Trade in Endangered Species of Wild Fauna and Flora (CITES) or the 

Endangered Species Act (ESA). To determine if a commodity is protected, 

visit the CITES website or the Environmental Conservation Online System 

(ECOS) website.

Refer to Table 3-3-4 to decide if you can certify the commodity based on its 

protected status.

Table 3-3-3 Determine Eligibility for Certification Based on Origin and Destination

If the commodities are from: And are being exported: Then:

The U.S. or affiliated islands1 To a foreign country 1. CONSIDER eligible for PPQ Form 577 

or PPQ Form 578

2. REFER to Eligibility Based on Protected 

Status on page 3-3-3

Interstate via Canada

To the U.S. or affiliated islands 1. CONSIDER ineligible for a certificate

2. REFER applicant to the State or affiliated 

island’s plant regulatory agency for certification using a State export certificate

3. EXIT this manual

A foreign country2,3 To a foreign country 1. CONSIDER eligible for PPQ Form 577, 

PPQ Form 578, or PPQ Form 579

2. REFER to Eligibility Based on Protected 

Status on page 3-3-3

Interstate via Canada

To the U.S. or affiliated islands 1. CONSIDER ineligible for a certificate

2. REFER applicant to the State, country, or 

affiliated island’s plant regulatory agency 

for certification using a State export certificate

3. EXIT this manual

1 Islands associated with the United States but not fully integrated as a State (i.e., American Samoa, Guam, the Commonwealth of the Northern Mariana Islands (CNMI), Puerto Rico (PR), and the U.S. Virgin Islands (USVI)).

2 Only foreign origin commodities that have entered U.S. commerce are eligible for reexport certification. Commodities transiting the U.S. are ineligible.

3 If the commodity is of foreign origin but did not require a phytosanitary certificate to make entry into the United States, if 

eligible for phytosanitary certification, and all foreign import requirements have been met, a PPQ 577 should be issued with 

country of origin listed in block 13, Place of Origin.
General Procedures: Determining Eligibility and Import Requirements for Certification

Determining Import Requirements

3-3-4 Export Program Manual 04/2023-34

Refer to Chapter 5, Designated CITES Ports, in the CITES I-II-III Timber 

Species Manual to determine the nearest location for CITES certification.

Determining Import Requirements

ACOs determine import requirements for eligible commodities from either 

PExD or official communication.

Import requirements vary by country, commodity, and plant part. Reviewing 

PExD or official communication allows the ACO to determine the import 

requirements and activities necessary for certification.

When an applicant presents import requirements differing from those in PExD, 

the information must be in the form of official communication, and will 

supersede PExD.

For reexport commodities, the applicant must provide the third country’s 

import requirements from the country of destination by means of official 

communication. On occasion, the National Plant Protection Organization 

(NPPO) of an importing country may not issue an import permit (IP) to 

facilitate reexports. ACOs should allow the exporter to provide a copy of the 

Table 3-3-4 Determine Eligibility for Certification Based on CITES and ESA Status

If the commodities being 

exported are: And you are: Then:

Neither protected by CITES 

nor ESA

REFER to Determining Import Requirements on page 3-3-4

Protected by CITES or ESA Located at a CITES 

or ESA port

REFER to Determining Import Requirements on page 3-3-4

Not at a CITES or 

ESA port

1. CONTACT the nearest CITES port or PPQ regional botanist or Export Certification Specialist (ECS) for guidance 

on moving the shipment to a designated port (at the 

owner’s expense). Some CITES ports have established 

procedures for ACOs at interstate locations and nonCITES ports to assist in inspecting and processing shipments of protected plants.1

2. EXIT this manual.

1 Some CITES ports have established procedures that allow State or county cooperators to attest that the plants are artificially

propagated and to complete a State export certificate. The applicant sends the State export certificate, the invoice, and 

specified copies of the CITES or ESA documents to the designated CITES port for validation and endorsement. At some 

CITES ports, a blank export certificate must be obtained and partially completed by the applicant and sent back to the 

CITES port, along with the other paperwork.

Procedures have been established to allow PPQ Plant Health Safeguarding Specialists (PHSSs) at non-CITES ports to confirm the applicant has PPQ Form 622, USDA General Permit, and proper CITES or ESA documents. The PHSS confirms 

all the paperwork matches and the applicant completes PPQ Form 572 and sends it along with specified copies of the invoice and CITES or ESA documents to the designated CITES port for validation and endorsement. If there’s a concern 

about the shipment’s validity, the shipment may be required to go through a CITES port.
General Procedures: Determining Eligibility and Import Requirements for Certification

Determining Import Requirements

04/2023-34 Export Program Manual 3-3-5

import requirements and highlight the area of the requirements that pertains to 

the commodity being certified.

Table 3-3-5 lists the common types of import requirements. Refer to Verifying 

Import Requirements on page 3-4-1 for further information on meeting those 

requirements.

Official Communication

Official communication1 contains the phytosanitary requirements from an 

NPPO that must be met for importation of a commodity. Official 

communication in the form of an IP, Letter of Authorization, etc. replaces or 

supplements information contained in PExD. In most cases, ACOs will be 

dealing with import permits (IPs) presented by an applicant. Since there are no 

international standards for official communication, ACOs need to carefully 

review any document to ensure that it is from the NPPO of the importing 

country.

The name and contact information for NPPOs can be found in PExD under 

Foreign Points of Contact. The following information pertains specifically to 

IPs, but can be applied to any type of official communication.

Table 3-3-5 Common Import Requirements

If the import 

requirement is: Then countries may require that commodities be:

Pest freedom Free of specific pests. The method for determining pest freedom may 

be specified by the foreign country. If the country does not specify the 

procedure, the ACO must determine which method to use.

Treatment Treated prior to importation, or treatments may be necessary based 

on the results of an inspection.

Miscellaneous Imported into specified ports, during specified times, packaged in specific ways, or compliant with ISPM 15.

NOTICE

ACOs must refuse to issue an export certificate if either:

• The commodity does not meet the import requirements

• The import requirements violate PPQ policy (disease freedom statements for 

grain, quality related statements, fiduciary information, etc.)

1 Applicants must present the original official communication and the English translation. Applicants 

are responsible for the accuracy of translations. If questionable, forward the official communication 

to your ECS using the contact protocol (refer to Internal Communication on page A-1-1).

NOTICE

Once official communication has been presented, the ACO must meet the requirements that were presented. If the requirements on official communication are not

allowed by PPQ policy, refuse to certify and recommend that new official communication be obtained.
General Procedures: Determining Eligibility and Import Requirements for Certification

Determining Import Requirements

3-3-6 Export Program Manual 04/2023-34

Phytosanitary Export Database (PExD)

PExD contains the published phytosanitary requirements for commodities 

from the United States. Each country has its own summary within PExD. 

ACOs should review all sections of PExD for any commodity to be certified.

Commodity Information within PExD

PExD presents information for commodities in the following ways:

1. Phytosanitary Certificate (PC) is required.

Follow all requirements listed in the export summary when issuing a 

PC.

If an IP is presented, all conditions of the IP must be met. Enter the 

AD: “Import permit number _______ was presented.”

2. Phytosanitary Certificate and Import Permit (IP) are required.

If an IP is presented, all conditions of the IP must be met. Enter the 

AD: “Import permit number _______ was presented.”

A PC may be issued without an IP. If no IP is presented, enter the 

additional declaration: “No import permit presented.” Then follow all 

requirements listed in the export summary when issuing a PC.

3. Phytosanitary Certificate and Import Permit (IP) are required. Do not

certify unless an IP is presented.

If an IP is presented, all conditions of the IP must be met. Enter the 

AD: “Import permit number _______ was presented.”

If no IP is presented, refuse to certify.

4. Commodity is Unrestricted.

No PC is required, but an ACO may issue a certificate if the 

commodity is eligible.

5. Commodity is Unrestricted. Import Permit is required.

No PC is required, but an ACO may issue a certificate if the IP is 

presented.

6. Commodity is Prohibited. Do not certify unless an IP is presented.

If an IP is presented, all conditions of the IP must be met. Enter the 

AD: “Import permit number _______ was presented.”

If no IP is presented, refuse to certify.
10/2019-28 Export Program Manual 3-4-1

Chapter

3

General Procedures

Verifying Import Requirements

Contents

Introduction 3-4-1

How to Verify Import Requirements 3-4-1

Examine Acceptable Documentation 3-4-1

Determine the Sample Size 3-4-3

Inspect the Commodity 3-4-5

Verify Treatments 3-4-6

Verify Miscellaneous Requirements 3-4-7

Record Inspection Results 3-4-9

Decide Which Export Certificate to Issue 3-4-10

Introduction

This section assists ACOs in verifying that foreign import requirements have 

been met and aids in obtaining all pertinent information necessary for 

completing export certificates. For procedures to inspect specific commodities 

covered under a workplan or other protocol, refer to the export summary in the 

Phytosanitary Export Database (PExD).

How to Verify Import Requirements

Step 1: Examine Acceptable Documentation

In some cases, inspections conducted by other government agencies or 

accredited entities are acceptable for federal phytosanitary certification. Refer 

to Table 3-4-1 to determine if an inspection is necessary.

Table 3-4-1 Documentation Presented

If the documentation is: And: And you decide: Then:

Acceptable1 All phytosanitary requirements have been met

No inspection is necessary REFER to Step 6: Record Inspection Results on page 3-4-9

Inspection is necessary REFER to Step 2: Determine the 

Sample Size on page 3-4-3 Not all phytosanitary requirements have been met

Unacceptable

1 For acceptable documents, refer to Table 3-4-2 on page 3-4-2.
General Procedures: Verifying Import Requirements

How to Verify Import Requirements

3-4-2 Export Program Manual 10/2019-28

If the applicant presents one of the certificates or documents listed in 

Table 3-4-2, and all the import requirements have been met, an additional 

inspection may not be necessary.

Table 3-4-2 Acceptable Inspection Certificates and Documents

Issuing Agency/Organization Form Number Form Title and Notes

Agricultural Marketing 

Service (AMS)

SC-146E Certificate of Quality and Condition (Processed Foods)

SC-147CS Certificate of Quality and Condition (Processed Foods) Quality 

Assurance

SC-149CS Certificate of Quality and Condition (Processed Foods) Continuous Inspection

SC 294 Report on Sanitary Inspection (issued for apples, pears, 

emperor grapes, and some vegetables)

SC-489e Memorandum Report of Inspection for Processed Raisins

Federal Grain Inspection 

Service (FGIS)

FGIS 921-21, 2 (01-07) Inspection Report—Insects in Grain

Florida FV 185-C Florida Export Citrus Fruit Inspection Report

Various States Various Any State Phytosanitary Certificate

Various States/Counties State/County Inspection 

Report

Any State/County Inspection Report

Foreign NPPOs3 Various Phytosanitary certificates and phytosanitary certificates for 

reexport

Accredited entities Various Various forms4

1 When FGIS Form 921-2 is used as the basis for issuing an export certificate, the applicant or GIPSA inspector must contact 

a local ACO to identify the phytosanitary import requirements in preparation for the GIPSA inspection.

2 Contact the FGIS field office responsible for the geographic area in which the service will be provided. For further information 

on FGIS Form 921-2, contact Branch Chief, Policies and Procedures Branch, Field Management Division, 1400 Independence Avenue, SW, Room 2409 N, Washington, DC 20250-3630, Telephone: (202) 720-0224, Fax: (202) 720-1015, Email: 

robert.s.lijewski@usda.gov.

3 Forms issued by foreign NPPOs are only applicable to PPQ Form 579. Additional inspection may be necessary if the commodity has not been safeguarded. If the exporter has the original or a photocopy of the foreign phytosanitary certificate, enter 

the number of the foreign certificate, check whether the certificate is the original or a certified true copy, stamp the foreign 

phytosanitary certificate with an ink stamp that references your affiliation (“USDA,” “County of _____,” or “State of _____”, 

and sign and date the foreign phytosanitary certificate next to your stamp. Refer to PPQ Form 579, Phytosanitary Certificate 

for Reexport on page 3-5-8.

4 ACOs must ensure the company’s accreditation is recognized by PPQ for that activity.

NOTICE

In some instances, documentation from other agencies can serve as acceptable 

inspection certificates or documents. Verify any document not listed in Table 3-4-2

above through the contact protocol specified in Appendix A on page A-1-1.
General Procedures: Verifying Import Requirements

How to Verify Import Requirements

10/2019-28 Export Program Manual 3-4-3

Step 2: Determine the Sample Size

Sampling must not begin until the applicant has presented the entire 

consignment, clearly marked and labeled. Samples that are used for 

certification must be large enough and must accurately represent the entire 

shipment. For policy about who may draw official samples, refer to Official 

Samples, Inspection, and Testing on page 2-1-9.

Sampling levels can depend on the size of the shipment, the determined risk 

associated with the commodity, or if the commodity is seed.

Two Percent Level

The minimum inspection level for commodities that are not high risk is 2% of 

the shipment’s inspectional unit (i.e., boxes, units, bags, tray packs, etc.).

Commodities shipped in bulk (grain or potatoes) will require sampling 

techniques appropriate to the levels of pest risk and industry standards, which 

may be less than 2%. Consult the appropriate State or Federal officials for 

these inspection levels.

Hypergeometric Table

You may use the hypergeometric table for inspecting large consignments 

where it is impracticable to inspect two percent. Determine the number of units 

by using the hypergeometric table illustrated in Table 3-4-3 on page 3-4-4. 

Inspect each of these units.

EXAMPLE A shipment of 400 boxes of fruits would require 100% inspection of 8 

boxes (.02 x 400 boxes = 8 boxes). 2% is a minimal level.
General Procedures: Verifying Import Requirements

How to Verify Import Requirements

3-4-4 Export Program Manual 10/2019-28

Nursery Stock

The inspection level for nursery stock should be 100% or as close to 100% as 

practical.

Seed

Special procedures for sampling seed have been developed to ensure confidence 

in detecting pathogens. Refer to Commodity • Seed on page 4-4-1 for guidance.

Once you have determined the appropriate sample size and drawn the samples, 

go to Step 3: Inspect the Commodity on page 3-4-5.

Table 3-4-3 Hypergeometric Table for Random Sampling

Total number of inspectional units: Randomly select this number of units to inspect:

1-13 Inspect all units

14-15 13

16-17 14

18-19 15

20-22 16

23-25 17

26-28 18

29-32 19

33-38 20

39-44 21

45-53 22

54-65 23

66-82 24

83-108 25

109-157 26

158-271 27

272-885 28

886-200,000 29

NOTICE

Items listed in PExD as eligible only for PPQ Form 578 do not require an inspection. 

In this case, REFER to Step 7: Decide Which Export Certificate to Issue on page 

3-4-10.
General Procedures: Verifying Import Requirements

How to Verify Import Requirements

10/2019-28 Export Program Manual 3-4-5

Step 3: Inspect the Commodity

ACOs must visually inspect all shipments for pests (weed seeds, insects, signs 

and symptoms of disease, soil, etc.). In addition to a visual inspection, the 

importing country may specify that pest freedom be determined by a 

laboratory test, growing season inspection, area freedom, and/or production 

area freedom. Refer to Table 3-4-4 to take the appropriate action.

After you review supporting documents (field inspection reports, laboratory 

testing documents, etc.) and complete the visual inspection, continue to 

Table 3-4-5.

Table 3-4-4 Determine Pest Freedom

If the country requires: And the supporting documents show that: Then:

Area or production area 

freedom1

The commodity does not originate from an area with a 

specific pest

CONTINUE to Table 3-4-5

The commodity originates from an area with a specific pest REFUSE to certify

EXIT this manual

Growing season inspection2An inspection was not satisfactorily conducted REFUSE to certify

EXIT this manual

An inspection was satisfactorily conducted CONTINUE to Table 3-4-5

Laboratory test The commodity was laboratory tested3

The commodity was not laboratory tested REFUSE to certify

EXIT this manual

1 A country may or may not specify area freedom or production area freedom and/or infestation (refer to Establishing a PFPP

on page 2-1-11).

2 Accredited entities, ACOs, universities, or State plant health agency employees may conduct growing season inspections.

3 Testing must be conducted by the USDA, a State laboratory, or a private facility accredited by the USDA. For information 

on USDA accredited entities, refer to APHIS Entities Accredited Under the National Seed Health System document.
General Procedures: Verifying Import Requirements

How to Verify Import Requirements

3-4-6 Export Program Manual 10/2019-28

Step 4: Verify Treatments

Any commodity for export requiring treatment, either because of the importing 

country’s requirement, detection of a pest, or at the request of the exporter, 

must be treated according to the label instructions.

Table 3-4-5 Action to Take When a Commodity Must be Free from Pests

If you determine 

that the commodity:

And the pest or 

disease:

And the commodity is: And a treatment is: Then:

Is free of pests REFER to Step 4: Verify Treatments on page 

Has pests1, 2 Does not have phy- 3-4-6

tosanitary significance to the 

importing country

Practically free of 

pests3

Not practically free 

of pests

Unavailable or the 

applicant refuses to 

treat4

1. REFUSE to certify

2. EXIT this manual

Available4 REFER to Step 4: Verify Treatments on page 

3-4-6

Unavailable4 1. REFUSE to certify

2. EXIT this manual

Has phytosanitary 

significance to the 

importing country Available4 REFER to Step 4: Verify Treatments on page 

3-4-6

1 Any intercepted pest must be identified by the nearest PPQ or State Identifier unless you have identification release authority.

2 If you detect multiple pests, evaluate each pest using this table. Follow the most restrictive action in the “Then” column.

3 For export certification purposes, the working definition of practically free is to not exceed a 2% infestation level unless otherwise stated by the importing country. When FGIS inspection certificates are used as supporting documentation for certifying grain, practically free refers to FGIS’ acceptance standards for insects found in grain.

4 If the applicant elects to recondition the commodity, REFER to Step 2: Determine the Sample Size on page 3-4-3.

NOTICE

Treatments do not preclude or substitute for a phytosanitary inspection. If there was 

no opportunity to inspect prior to treatment, then an inspection would still need to be 

conducted after the treatment. The treatment may not have been efficacious against 

all regulated pests.

! WARNING

Do not certify any commodity that has exceeded the label requirements set by the 

EPA. All treatments must strictly conform to all label requirements.

NOTICE

Treatments conducted by the Federal Grain Inspection Service (FGIS) are acceptable to put on an export certificate as long as the treatment is indicated on FGIS 

Form 921-2. Refer to Step 1: Examine Acceptable Documentation on page 3-4-1.
General Procedures: Verifying Import Requirements

How to Verify Import Requirements

10/2019-28 Export Program Manual 3-4-7

Treatments recorded on certificates must be included in the Treatment section 

of PPQ Form 577 or 579 or on an attachment sheet in the case of multiple 

treatments. Refer to Table 3-4-6.

Step 5: Verify Miscellaneous Requirements

There may be additional requirements that have to be met, including, but not 

limited to the following:

Time Restrictions

ACOs must advise the exporters about a country’s restrictions on when a 

commodity may be imported.

NOTICE

Caution applicants that all vessels conducting in-transit treatments are required to be 

equipped with a proper recirculation system for phosphine fumigation in ship holds. 

This system allows the fumigant to circulate evenly. Do not issue an export certificate until this system is in place. Contact your Regional Program Manager for assistance.

Table 3-4-6 Action to Take When Commodity May Require Treatment

If the commodity: And: And the applicant: Then:

Requires treatmentIs willing to arrange for 

treatment

1. VERIFY treatment

2. RECORD details of all treatments on PPQ 

Form 577 or 579

3. REFER to Step 6: Record Inspection 

Results on page 3-4-9

Is not willing to 

arrange for treatment

1. REFUSE to certify

2. EXIT this manual

Does not require 

treatment

REFER to Step 6: Record Inspection Results 

on page 3-4-9

Does not require 

treatment, but 

was treated

The treatment is 

acceptable and verified by a Federal, 

State, or County plant 

quarantine official

Wants the treatment 

on the certificate

1. RECORD details of the treatment on PPQ 

Form 577 or 579

2. REFER to Step 6: Record Inspection 

Results on page 3-4-9

Does not want the 

treatment on the certificate

REFER to Step 6: Record Inspection Results 

on page 3-4-9

The treatment is not 

acceptable or was not 

verified by a Federal, 

State, or County plant 

quarantine official

Wants the treatment 

on the certificate

1. ALLOW the applicant to apply an acceptable treatment

2. VERIFY treatment

3. RECORD details of the treatment on PPQ 

Form 577 or 579

4. REFER to Step 6: Record Inspection 

Results on page 3-4-9

Does not want the 

treatment on the certificate

REFER to Step 6: Record Inspection Results 

on page 3-4-9
General Procedures: Verifying Import Requirements

How to Verify Import Requirements

3-4-8 Export Program Manual 10/2019-28

Time Limits

For general information on time limits pertaining to inspections and certificate 

issuance, refer to Time Limits on page 2-1-17.

Packaging Requirements

Packaging or other material that may be associated with the shipment such as 

wood packaging material (ISPM 15), bagging, containers, etc., must meet the 

importing country’s requirements.

During inspection the ACO must ensure any packaging requirements (new 

containers, pest proof boxes, etc.) by the importing country have been met. 

Advise the applicant of any packaging requirements and discrepancies. If 

necessary, the applicant should recondition the shipment to meet packaging 

requirements, but do not refuse to certify the shipment if packaging 

requirements have not been met at the time of inspection.

Specified Ports

Importing countries may require that shipments enter at specific ports. Refer to 

Table 3-4-8 to determine the correct action.

Table 3-4-7 Action to Take When Commodities May Enter Only During Specific Periods

If the export summary or import 

permit (IP):

And you determine that the specified time period: Then:

Lists a specific time period when the 

commodities are admissible

Cannot be met 1. REFUSE to issue an export certificate

2. EXIT this manual

Can be met REFER to Time Limits on page 3-4-8

Does not list specific time periods

NOTICE

The National Plant Protection Organization (NPPO) of the importing country may 

impose specific requirements on when an export certificate may be issued regarding 

inspection or exportation. Consignments must meet the importing country’s time limits. If an importing country’s time limit is more restrictive than PPQ’s policy, the country’s time limit requirement will take precedence.
General Procedures: Verifying Import Requirements

How to Verify Import Requirements

10/2019-28 Export Program Manual 3-4-9

Step 6: Record Inspection Results

PCIT Users

PCIT users must enter inspection results on the Inspection Details screen.

Multipart Paper Users

Multipart paper users must record results of their inspection and additional 

information about the shipment that will support their decision to certify or not 

to certify the commodity. Inspection results may be recorded at the bottom of 

PPQ Form 572; on the reverse side of PPQ Form 577, Issuing Office Copy; or 

on the reverse side of PPQ Form 579, Issuing Office Copy. Refer to 

Table 3-4-9.

Table 3-4-8 Action to Take When a Commodity May Enter Only Specified Ports

If the exporter has designated: Then:

A port other than specified in the export summary1. WARN the exporter that the shipment may be refused or delayed if entering a port 

other than specified in the export summary

2. REFER to Step 6: Record Inspection Results on page 3-4-9

One of the specified ports REFER to Step 6: Record Inspection Results on page 3-4-9

NOTICE

Do not refuse to issue an export certificate if this is the only

requirement that is not met.
General Procedures: Verifying Import Requirements

How to Verify Import Requirements

3-4-10 Export Program Manual 10/2019-28

Step 7: Decide Which Export Certificate to Issue

Refer to Table 3-4-10 to determine the action to take.

Table 3-4-9 Recording Inspection Results on Multipart Paper Forms

If you are recording 

inspection results on: Then:

PPQ Form 572, Application for Certification1. RECORD the inspection results in blocks 12 - 17, under Export Inspection Data as follows:

 LIST in Block 12, place (port and location) where the commodity was inspected 

 LIST in Block 13, percentage (how much) of material was inspected

 LIST in Block 14, percentage of material infested or infected

 LIST in Block 15, pests intercepted and treatments given, actions taken by the applicant and ACO (as a result of the inspection) to make the commodity eligible for certification (such as repackaging, reconditioning, debarking, intended use, notation of AD, 

pest or disease freedom, presence or absence of IP, foreign export certificate, or other 

import requirements and unusual situations concerning the shipment)

 SIGN your name in Block 16

 LIST in Block 17, date and time of inspection

2. ATTACH PPQ Form 572 to the Issuing Office Copy of PPQ Form 577 or PPQ Form 579, 

if applicable

3. GO to Step 7: Decide Which Export Certificate to Issue on page 3-4-10, if applicable

PPQ Form 577, Phytosanitary CertificateRECORD the inspection results on the reverse side of the Issuing Office Copy as follows:

 LIST in Block 1, place (port and location) where the commodity was inspected 

 LIST in Block 2, percentage (how much) of material was inspected

 LIST in Block 3, percentage of material infested or infected

 LIST in Block 4, pests intercepted and treatments given, actions taken by the applicant 

and ACO (as a result of the inspection) to make the commodity eligible for certification 

(such as repackaging, reconditioning, debarking, intended use, notation of AD, pest or 

disease freedom, presence or absence of IP, foreign export certificate, or other import 

requirements and unusual situations concerning the shipment)

 SIGN your name in Block 5

 LIST in Block 6, date and time of inspection

PPQ Form 579, Phytosanitary Certificate for 

Reexport
General Procedures: Verifying Import Requirements

How to Verify Import Requirements

10/2019-28 Export Program Manual 3-4-11

Table 3-4-10 Deciding When to Issue PPQ Form 577 or 579

If the origin is:And a foreign PC is:And the requirements are: And the requirements: Then:

Domestic Can be met ISSUE PPQ Form 577; refer to PPQ 

Form 577, Phytosanitary Certificate

on page 3-5-4

Cannot be met 1. REFUSE to certify

2. EXIT this manual

Foreign Present Known Can be met by the foreign 

PC and/or activities conducted in the United 

States

ISSUE PPQ Form 579; refer to PPQ 

Form 579, Phytosanitary Certificate 

for Reexport on page 3-5-8

Cannot be met 1. REFUSE to certify

2. EXIT this manual Unknown

Absent Known Can be met by activities 

conducted in the U.S.

ISSUE PPQ Form 577; refer to PPQ 

Form 577, Phytosanitary Certificate

on page 3-5-4

Cannot be met 1. REFUSE to certify

2. EXIT this manual Unknown

Domestic 

and foreign 

(blended)

Present Known Can be met by the foreign 

PC and/or activities conducted in the U.S.

ISSUE PPQ Form 577; refer to PPQ 

Form 577, Phytosanitary Certificate

on page 3-5-4

Cannot be met 1. REFUSE to certify

2. EXIT this manual Unknown

Absent Known Can be met by activities 

conducted in the U.S.

ISSUE PPQ Form 577; refer to PPQ 

Form 577, Phytosanitary Certificate

on page 3-5-4

Cannot be met 1. REFUSE to certify

2. EXIT this manual Unknown
General Procedures: Verifying Import Requirements

How to Verify Import Requirements

3-4-12 Export Program Manual 10/2019-28
03/2014-18 Export Program Manual 3-5-1

Chapter

3

General Procedures

Completing PPQ Forms 577 and 579

Contents

Introduction 3-5-1

Guidelines for Completing PPQ Forms 577 and 579 (PCIT or Multipart paper) 

3-5-2

Attachment Sheets 3-5-3

Lining Out Unused Space 3-5-3

PPQ Form 577, Phytosanitary Certificate 3-5-4

Purpose 3-5-5

Example 3-5-6

Processing an Application in PCIT 3-5-7

Completing Multipart Paper PPQ Form 577 3-5-7

PPQ Form 579, Phytosanitary Certificate for Reexport 3-5-8

Purpose 3-5-9

Example 3-5-10

Processing an Application in PCIT 3-5-11

Completing Multipart Paper PPQ Form 579 3-5-11

Recordkeeping 3-5-12

PCIT Users 3-5-12

Non-PCIT Users 3-5-12

Distribution 3-5-13

PCIT-Generated PPQ Forms 577 and 579 3-5-13

PPQ Form 577 Issued on Multi-part Paper Forms 3-5-13

PPQ Form 579 Issued on Multipart Paper Forms 3-5-14

Replacing PPQ Forms 577 and 579 3-5-14

Introduction

This section contains information and instructions for completing the 

following certificates

PPQ Form 577, Phytosanitary Certificate on page 3-5-4

PPQ Form 579, Phytosanitary Certificate for Reexport on page 3-5-8

NOTICE

Hold all information in strict confidence to protect buyers and applicants. Disclosure 

of confidential information may reveal trade secrets or may cause financial harm to 

buyers and applicants.
General Procedures: Completing PPQ Forms 577 and 579

Guidelines for Completing PPQ Forms 577 and 579 (PCIT or Multipart paper)

3-5-2 Export Program Manual 03/2014-18

Authorized Certification Officials (ACOs) may issue a PPQ Form 577 for 

those commodities listed in an export summary as unrestricted products if they 

are eligible for certification. PPQ Form 579 may be issued for commodities 

that are unrestricted products as indicated by official communication from a 

foreign country if they are eligible for certification.

Guidelines for Completing PPQ Forms 577 and 579 (PCIT or 

Multipart paper)

Attest only to the phytosanitary condition of plants or plant products.

Enter the same country name in the TO: THE PLANT PROTECTION 

ORGANIZATION(S) OF: block as the country identified in Block 8. 

DECLARED NAME AND ADDRESS OF THE CONSIGNEE.1

Prepare all export certificates in English.

List only U.S. addresses in the NAME AND ADDRESS OF THE 

EXPORTER block. Affiliated island addresses are acceptable.

Type or handwrite export certificates (if handwritten, do so only in all 

upper case or capital letters)

Spell out dates in the month/day/year format (example: July 17, 2023).1

Enter the actual dates of inspection. If there is not enough space to list all 

dates in the DATE INSPECTED block, list the dates in the 

ADDITIONAL DECLARATION (AD) block.1

Enter abbreviations of scientific units of measure, based on United States 

customary units, or the metric system, only in the Treatment block.1

Do not correct errors or add extraneous marks (i.e. tick marks, check 

marks, etc.) on an export certificate. Never use correction fluid or 

correction tape. If an ACO makes an error, the ACO must complete a 

new certificate.

Never abbreviate the following: Calendar months, city names, State 

names, country names, or any other entry unless it is part of a business 

name (example: A.B.C. Distributing Inc. LLC).

Never enter dates of a field or growing season inspection or laboratory 

tests.

Never enter a grade, intended use, a commercial term, or a trade name.

Never enter phone or facsimile numbers.

Never enter statements such as “In-care-of,” (c/o), “Attention to,” “Agent 

for,” or “Notify.”

1 PCIT performs this function automatically.
General Procedures: Completing PPQ Forms 577 and 579

Guidelines for Completing PPQ Forms 577 and 579 (PCIT or Multipart paper)

03/2014-18 Export Program Manual 3-5-3

Never enter titles to signatures or names.

Do not record ADs from foreign phytosanitary certificates on PPQ Form 

579.

Attest to additional official phytosanitary information only after all 

foreign import requirements of the first country of import have been 

addressed.

Never enter a variety unless it is required in the Phytosanitary Export 

Database (PExD) or is listed in an import permit (IP) and all the 

conditions can be met.

Check the export summary to see if the declared point of entry is 

authorized; if the point of entry is not authorized, warn the exporter that 

the shipment may be delayed or refused entry.

Attachment Sheets

Refer to PPQ Form 576, Attachment Sheet for Phytosanitary Certificate or 

Phytosanitary Certificate for Reexport when there is insufficient space on PPQ 

Form 577 or 579 (refer to PPQ Form 576, Attachment Sheet for Phytosanitary 

Certificate or Phytosanitary Certificate for Reexport on page F-1-18).

PCIT automatically generates attachment sheets as necessary.

Lining Out Unused Space

PCIT will automatically line out unused space. Line out unused space in all 

blocks on multi-part paper forms, with the exception of the following blocks:

PPQ Form 577

To: The Plant Protection Organization of:

Place of issue

Certificate Number

Date inspected

Blocks 7, 8, 14, 15, 16, 17, and 18

NOTICE

PPQ Form 576 can only be used with a multi-part paper Phytosanitary Certificate 

(PPQ Form 577) or Phytosanitary Certificate for Reexport (PPQ Form 579). Do not

list “Refer to attachment” or a similar statement in a block on an export certificate 

before filling in as much information in the block as possible. Enter “Refer to attachment” at the end of the information in the block before completing an attachment 

sheet.
General Procedures: Completing PPQ Forms 577 and 579

PPQ Form 577, Phytosanitary Certificate

3-5-4 Export Program Manual 03/2014-18

PPQ Form 579

To: The Plant Protection Organization of:

Place of issue

Certificate Number

Certification

Blocks 7, 8, 14, 15, 16, 17, and 18

Refer to Figure 3-5-1 for examples of lining out unused space.

PPQ Form 577, Phytosanitary Certificate

PPQ Form 577, Phytosanitary Certificate is an accountable certificate used to 

certify domestic plants and unprocessed plant products for export. Refer to 

Figure 3-5-2 for an example. This certificate follows the format of the 

international model established by the International Plant Protection 

Convention (IPPC), and is used to document the phytosanitary condition of 

exported commodities.

Figure 3-5-1 Examples of Lining Out Unused Space
General Procedures: Completing PPQ Forms 577 and 579

PPQ Form 577, Phytosanitary Certificate

03/2014-18 Export Program Manual 3-5-5

Purpose

The purpose of PPQ Form 577 is to certify to the National Plant Protection 

Organization (NPPO) of the importing country that the domestic plants or plant 

products meet that country’s phytosanitary requirements. ACOs certify that 

based on inspection, the domestic commodity conforms with the current 

phytosanitary requirements of the importing country.
General Procedures: Completing PPQ Forms 577 and 579

PPQ Form 577, Phytosanitary Certificate

3-5-6 Export Program Manual 03/2014-18

Example

Figure 3-5-2 Example of PPQ Form 577, Phytosanitary Certificate (blank)

FORM APPROVED

No phytosanitary certificate can be issued until an application is completed (7 CFR 353) OMB NO. 0579-0052

UNITED STATES DEPARTMENT OF AGRICULTURE

ANIMAL AND PLANT HEALTH INSPECTION SERVICE

PLANT PROTECTION AND QUARANTINE

PHYTOSANITARY CERTIFICATE

TO: THE PLANT PROTECTION ORGANIZATION(S) OF

SAMPLE

FOR OFFICIAL USE ONLY

PLACE OF ISSUE 

SAMPLE NO.

FPC XXXXXXX DATE INSPECTED

CERTIFICATION

This is to certify that the plants, plant product or other regulated articles described herein have been inspected and/or tested according to appropriate official 

procedures and are considered to be free from the quarantine pests, specified by the importing contracting party and to conform with the current phytosanitary 

requirements of the importing contracting party including those for regulated non-quarantine pests.

DISINFESTATION AND/OR DISINFECTION TREATMENT

1. DATE 2. TREATMENT

3. CHEMICAL (active ingredient) 4. DURATION AND TEMPERATURE

5. CONCENTRATION 6. ADDITIONAL INFORMATION

DESCRIPTION OF THE CONSIGNMENT

7. NAME AND ADDRESS OF EXPORTER

SAMPLE

8. DECLARED NAME AND ADDRESS OF THE CONSIGNEE

SAMPLE

9. NAME OF PRODUCE AND QUANTITY DECLARED

SAMPLE

10. BOTANICAL NAME OF PLANTS

SAMPLE

11. NUMBER AND DESCRIPTION OF PACKAGES

SAMPLE

12. DISTINGUISHING MARKS

SAMPLE

13. PLACE OF ORIGIN

SAMPLE

14. DECLARED MEANS OF CONVEYANCE

SAMPLE

15. DECLARED POINT OF ENTRY

WARNING: Any alteration, forgery, or unauthorized use of this phytosanitary certificate is subject to civil penalties of up to $250,000 (7 U.S.C. Section 7734(b)) 

or punishable by a fine of not more than $10,000, or imprisonment of not more than 5 years, or both (18 U.S.C. Section 1001).

ADDITIONAL DECLARATION

SAMPLE SAMPLE

Page 1 of 1

16. DATE ISSUED 17. NAME OF AUTHORIZED OFFICER (Type or Print) 18. SIGNATURE OF AUTHORIZED OFFICER

No liability shall attach to the United States Department of Agriculture or to any officer or representative of the Department with respect to this 

certificate.

PPQ Form 577 FEB 2001 Previous editions are obsolete after 6/30/01
General Procedures: Completing PPQ Forms 577 and 579

PPQ Form 577, Phytosanitary Certificate

03/2014-18 Export Program Manual 3-5-7

Processing an Application in PCIT

Refer to the PCIT Quick Reference Guides to process an application in PCIT.

Completing Multipart Paper PPQ Form 577

Table 3-5-1 Instructions to Complete PPQ Form 577 (page 1 of 2)

Block Instructions

TO: THE PLANT PROTECTION ORGANIZATION(S) 

OF

Enter the approved country name used in the PExD summary for entry on 4-part paper 

certificates. The correct approved country name is populated automatically by PCIT 

when processing a phytosanitary certificate. The approved name of the country found in 

the PExD summary drop down list is based on ISO Standard 3166-2. Add any transiting 

countries only when required by the export summary in PExD or official communication 

by placing each country within parenthesis, for example, (Bolivia).

PLACE OF ISSUE Enter the complete name of the city and state of the issuing office. Enter only the issuing 

office name for each PPQ Form 577.

NO.: FPC Do not write in this space; all PPQ 577 forms are prenumbered.

DATE INSPECTED Enter the date(s) the commodity was inspected.

CERTIFICATION: DO NOT WRITE in this space.

DISINFESTATION AND/OR DISINFECTION TREATMENT

Complete this section (Blocks 1-6) only if an acceptable treatment was conducted.

1. DATE Enter the date(s) the commodity was treated.

2. TREATMENT Enter description of the treatment method (e.g., fumigation, cold treatment, dip, spray).

3. CHEMICAL (active 

ingredient)

Enter the common name of the active ingredient. Trade names are not acceptable.

4. DURATION AND TEMPERATUREEnter the duration of the treatment and temperature (if applicable).

5. CONCENTRATION Enter the chemical concentration.

6. ADDITIONAL INFORMATIONEnter information that further identifies the treatment (e.g., slurry, dusted, sprayed).

DESCRIPTION OF THE CONSIGNMENT

7. NAME AND ADDRESS 

OF THE EXPORTER

Enter the complete name and U.S. address of the exporter.

NOTICE

Never enter dates of a field or growing season inspection or 

laboratory tests.

NOTICE

• When calculating how many days have passed since the 

date of inspection, count the date of inspection as day one.

• When calculating how many days have passed since the 

date of inspection when a consignment has multiple dates of 

inspection, the 30-day time limit begins on the first (earliest) 

date of inspection.
General Procedures: Completing PPQ Forms 577 and 579

PPQ Form 579, Phytosanitary Certificate for Reexport

3-5-8 Export Program Manual 03/2014-18

PPQ Form 579, Phytosanitary Certificate for Reexport

PPQ Form 579, Phytosanitary Certificate for Reexport, is an accountable 

certificate used to certify unprocessed foreign plants and plant products as well 

as blended commodities of U.S. and foreign origin for reexport. Refer to 

Figure 3-5-3 for an example of a blank PPQ Form 579.

8. DECLARED NAME AND 

ADDRESS OF THE 

CONSIGNEE

Enter only one complete name and address of the person or company taking delivery of 

the commodity. This block must include a name, city, and approved country name.

9. NAME OF PRODUCE 

AND QUANTITY 

DECLARED

Enter the common name and quantity of the commodity. For seed for consumption, 

enter the specific grain; for seeds for planting, enter seeds.

10. BOTANICAL NAME OF 

PLANTS

Enter the scientific name including genus and specific epithet (species classification). 

Botanical names are mandatory for all commodities.

 11. NUMBER AND 

DESCRIPTION OF PACKAGES

Enter the number and type of shipping containers (e.g., 50 wooden crates, 150 cardboard boxes, 500 burlap bags, 10 containers, and “bulk” for bulk shipments).

12. DISTINGUISHING 

MARKS

Enter the markings as they appear on the containers, cartons, bags, etc. If there are no

distinguishing marks, enter “NONE”.

13. PLACE OF ORIGIN Enter where the commodity was grown by state, county, or as otherwise required in the 

country summary.

14. DECLARED MEANS OF 

CONVEYANCE

Enter the specific name of the conveyance, if known. If unknown, enter airfreight, ocean 

vessel, railroad, truck line, air mail, surface mail, or express mail, etc.

15.DECLARED POINT OF 

ENTRY

This should be the first point of arrival in the country of destination, or if not known, the 

country name. If the consignment transits through another country, you may need to 

record this only if the country of transit has specific requirements for transiting consignments in PExD or if you have official communication from the NPPO. Note in brackets [ ] 

the entry point of the country of transit, or if not known, the country name. The point of 

entry is declared by the exporter at the time of issuance of the phytosanitary certificate. 

When the summary in PExD specifies that a point of entry must be listed in its phytosanitary import requirements, then one of the specific points of entry must be declared and 

the consignment should enter through that point.

WARNING: This warning alerts all parties that any alteration, forgery, or unauthorized use of PPQ Form 577 is subject to 

civil penalties or punishable by a fine or imprisonment.

ADDITIONAL DECLARATION (AD)All ADs and additional official phytosanitary information must follow PPQ policy as listed 

in the Policy section for Additional Declarations (ADs) and Additional Official Phytosanitary Information on page 2-1-3 in this manual.

16. DATE ISSUED Enter the date certificate was signed. Do not pre- or post-date.

17. NAME OF AUTHORIZED OFFICER (Type or 

Print)

Enter the name of the ACO that will sign the form.

18. SIGNATURE OF 

AUTHORIZED OFFICER

Sign the form. The signature must match the name entered in Block 17.

Table 3-5-1 Instructions to Complete PPQ Form 577 (page 2 of 2)

Block Instructions
General Procedures: Completing PPQ Forms 577 and 579

PPQ Form 579, Phytosanitary Certificate for Reexport

03/2014-18 Export Program Manual 3-5-9

Purpose

The purpose of PPQ Form 579 is to certify to the NPPO of the importing 

country that the foreign origin plants or plant products meet its phytosanitary 

requirements. ACOs certify that, based on an original foreign export certificate 

and/or additional inspections or tests that the foreign commodity:

Has been safeguarded against the risk of infestation or infection while in 

the U.S.

Conforms to the current phytosanitary requirements of the importing 

country
General Procedures: Completing PPQ Forms 577 and 579

PPQ Form 579, Phytosanitary Certificate for Reexport

3-5-10 Export Program Manual 03/2014-18

Example

Figure 3-5-3 Example of PPQ Form 579, Phytosanitary Certificate for Reexport (blank)

FORM APPROVED

No phytosanitary certificate can be issued until an application is completed (7 CFR 353) OMB NO. 0579-0052

UNITED STATES DEPARTMENT OF AGRICULTURE

ANIMAL AND PLANT HEALTH INSPECTION SERVICE

PLANT PROTECTION AND QUARANTINE

PHYTOSANITARY CERTIFICATE

FOR REEXPORT

TO: THE PLANT PROTECTION ORGANIZATION(S) OF

SAMPLE

FOR OFFICIAL USE ONLY

PLACE OF ISSUE 

SAMPLE NO.

FPC XXXXXXX -R

CERTIFICATION

This is to certify that the plants or plant products described below were imported into the United States from (Country of origin) ----------------------------- covered by Phytosanitary 

Certificate --------------------- original certified true copy of which is attached to this certificate. That they are packed repacked in original in new containers, 

that based on the original Phytosanitary Certificate and additional inspection, they are considered to conform with the current phytosanitary regulations of the importing country, and that during storage in the United States, the consignment has not been subjected to the risk of infestation or infection.

DISINFESTATION AND/OR DISINFECTION TREATMENT

1. DATE

SAMPLE

2. TREATMENT

3. CHEMICAL (active ingredient) 4. DURATION AND TEMPERATURE

5. CONCENTRATION 6. ADDITIONAL INFORMATION

DESCRIPTION OF THE CONSIGNMENT

7. NAME AND ADDRESS OF EXPORTER

SAMPLE

8. DECLARED NAME AND ADDRESS OF THE CONSIGNEE

SAMPLE

9. NAME OF PRODUCE AND QUANTITY DECLARED

SAMPLE

10. BOTANICAL NAME OF PLANTS

SAMPLE

11. NUMBER AND DESCRIPTION OF PACKAGES

SAMPLE

12. DISTINGUISHING MARKS

SAMPLE

13. PLACE OF ORIGIN

SAMPLE

14. DECLARED MEANS OF CONVEYANCE

SAMPLE

15. DECLARED POINT OF ENTRY

WARNING: Any alteration, forgery, or unauthorized use of this phytosanitary certificate is subject to civil penalties of up to $250,000 (7 U.S.C. Section 7734(b)) 

or punishable by a fine of not more than $10,000, or imprisonment of not more than 5 years, or both (18 U.S.C. Section 1001).

ADDITIONAL DECLARATION

SAMPLE SAMPLE

Page 1 of 1

16. DATE ISSUED 17. NAME OF AUTHORIZED OFFICER (Type or Print) 18. SIGNATURE OF AUTHORIZED OFFICER

No liability shall attach to the United States Department of Agriculture or to any officer or representative of the Department with respect to this 

certificate.

PPQ Form 579 FEB 2001 Previous editions are obsolete after 6/30/01
General Procedures: Completing PPQ Forms 577 and 579

PPQ Form 579, Phytosanitary Certificate for Reexport

03/2014-18 Export Program Manual 3-5-11

Processing an Application in PCIT

Refer to the PCIT Quick Reference Guides to process an application in PCIT.

Completing Multipart Paper PPQ Form 579

Table 3-5-2 Instructions to Complete PPQ Form 579 (page 1 of 2)

Block Instructions

TO: THE PLANT PROTECTION ORGANIZATION(S) 

OF

Enter the approved country name used in the PExD summary for entry on 4-part paper 

certificates. The correct approved country name is populated automatically by PCIT 

when processing a phytosanitary certificate. The approved name of the country found in 

the PExD summary drop down list is based on ISO Standard 3166-2. Add any transiting 

countries only when required by the export summary in PExD or official communication 

by placing each country within parenthesis, e.g., (Bolivia).

PLACE OF ISSUE Enter the complete name of the city and state of the issuing office.

CERTIFICATION Enter the name of the country (ies) from which the commodity originated. Enter the number of the foreign export certificate, if available, and check whether the certificate is an 

original or certified true copy. Check whether the commodity is packed in the original 

containers or was repacked into new containers. Check whether the conformance with 

the current phytosanitary requirements of the importing country is based on the foreign 

export certificate.

DISINFESTATION AND/OR DISINFECTION TREATMENT

Complete this section (Blocks 1-6) only if an acceptable treatment was conducted.

1. DATE Enter the date(s) the commodity was treated.

2. TREATMENT Enter description of the treatment (e.g., fumigation, cold treatment, dip, spray).

3. CHEMICAL (active 

ingredient)

Enter the common name of the active ingredient. Do not use trade names.

4. DURATION AND TEMPERATUREEnter the duration of the treatment and temperature (if applicable).

5. CONCENTRATION Enter the concentration of chemicals.

6. ADDITIONAL INFORMATIONEnter information that further identifies the treatment (e.g., slurry, dusted, sprayed).

DESCRIPTION OF THE CONSIGNMENT

7. NAME AND ADDRESS 

OF THE EXPORTER

Enter only one complete name and U.S. address of the exporter.

8. DECLARED NAME AND 

ADDRESS OF THE 

CONSIGNEE

Enter only one complete name and address of the person or company taking delivery of 

the commodity. Include a name, city, and the approved country name. The approved 

country name must be the same as listed in TO: THE PLANT PROTECTION ORGANIZATION(S) OF block.

9. NAME OF PRODUCE 

AND QUANTITY 

DECLARED

Enter the common name of the commodity. For seed for consumption, enter the specific 

grain; for seeds for planting, enter seeds.

10. BOTANICAL NAME OF 

PLANTS

Enter the scientific name including genus and specific epithet (species classification). 

Botanical names are mandatory for all commodities.

 11. NUMBER AND 

DESCRIPTION OF PACKAGES

Enter the number and type of shipping containers (e.g., 50 wooden crates, 150 cardboard boxes, 500 burlap bags, 10 containers, and “bulk” for bulk shipments).

12. DISTINGUISHING 

MARKS

Enter the markings as they appear on the containers, cartons, bags, etc. If there are no

distinguishing marks, enter “NONE.”
General Procedures: Completing PPQ Forms 577 and 579

Recordkeeping

3-5-12 Export Program Manual 03/2014-18

Recordkeeping

PCIT Users

A certificate generated in PCIT, along with any electronic attachments, will be 

archived indefinitely. If you do not use the attachment feature in PCIT, then 

you must maintain the supporting documents in a paper file in the issuing 

office. The issuing office does not need to send paper copies to the ECS office 

unless the issuing office is not using the attachment feature in PCIT.

Non-PCIT Users

Issuing offices must retain the multi-part paper Issuing Office Copy of export 

certificates for 3 years. After 3 years, destroy these copies by incinerating or 

shredding. If the certificate lists protected commodities, maintain the paper 

certificates and accompanying documentation for 5 years.

13. PLACE OF ORIGIN Enter the name of the country of origin. For blended commodities list all countries of origin, including the U.S. if appropriate. Do not abbreviate city, county, or state.

14. DECLARED MEANS OF 

CONVEYANCE

Enter specific name of the airline, rail line, truck line or vessel, if known. If unknown, 

enter airfreight, ocean vessel, railroad, truck line, air mail, surface mail, or express mail, 

as appropriate.

15. DECLARED POINT OF 

ENTRY

This should be the first point of arrival in the country of destination, or if not known, the 

country name. If the consignment transits through another country, you may need to 

record this only if the country of transit has specific requirements for transiting consignments in PExD or if you have official communication from the NPPO. Note in brackets [ ] 

the entry point of the country of transit, or if not known, the country name. The point of 

entry is declared by the exporter at the time of issuance of the phytosanitary certificate. 

When the summary in PExD specifies that a point of entry must be listed in its phytosanitary import requirements, then one of the specific points of entry must be declared and 

the consignment should enter through that point.

ADDITIONAL DECLARATION (AD)All ADs and additional official phytosanitary information must follow PPQ policy as listed 

in the Policy section for Additional Declarations (ADs) and Additional Official Phytosanitary Information on page 2-1-3 in this manual.

16. DATE ISSUED Enter the date certificate was signed.

17. NAME OF AUTHORIZED OFFICER (Type or 

Print)

Enter the name of the Authorized Certification Official that will sign the form.

18. SIGNATURE OF 

AUTHORIZED OFFICER

Sign the form. The signature must match the name entered in Block 17.

Table 3-5-2 Instructions to Complete PPQ Form 579 (page 2 of 2)

Block Instructions
General Procedures: Completing PPQ Forms 577 and 579

Distribution

03/2014-18 Export Program Manual 3-5-13

File and maintain the multi-part paper issuing office copies of export 

certificates and any attachments according to local procedures for storing 

accountable certificates. For more information, refer to Recordkeeping on page 

2-1-15.

Distribution

PCIT-Generated PPQ Forms 577 and 579

Distribute PCIT-generated copies of PPQ Forms 577 and 579 as indicated in 

Table 3-5-3.

PPQ Form 577 Issued on Multi-part Paper Forms

Distribute copies of PPQ Form 577 as indicated in Table 3-5-4.

Table 3-5-3 Distribution of PCIT Generated Copies of PPQ Forms 577 and 579

If the certificate is: Then:

Shipper’s Original (white with blue 

microprint background)

Generate only one original certificate for the applicant, exporter, or broker, etc.

Additional copies PRINT additional copies as needed on plain paper (additional copies on security paper are not authorized)

NOTICE

Use the PCIT security paper for only the original 

certificate.

Table 3-5-4 Distribution of PPQ Form 577, Phytosanitary Certificate

If the copy is: Then:

Part 1—Shipper’s Original 

(white with blue microprint 

background)

1. ATTACH PPQ Form 576 if appropriate

2. GIVE the copies to the applicant

Part 2—Shipper’s Copy (pink)

Part 3—Record Copy (yellow) 1. ATTACH any pertinent information for that specific shipment1

2. SEND the record copy to your supervisor, ECS, or State Plant Health Director 

(SPHD) (to whom and when to send record copies is established by the ECS and 

SPHD. A rule-of-thumb is gather and send forward copies of issued certificates 

on a weekly basis)

Part 4—Issuing Office Copy 

(blue)

1. ATTACH any pertinent information for that specific shipment1

2. RECORD issuance on the Export Certification Record (refer to User Fees on 

page 3-7-1)

3. FILE at the issuing office

1 Such as a copy of an import permit (IP), translations, application with inspection results, acceptable inspection certificate,

State export certificate, treatment information, PPQ 576 Attachment.
General Procedures: Completing PPQ Forms 577 and 579

Replacing PPQ Forms 577 and 579

3-5-14 Export Program Manual 03/2014-18

PPQ Form 579 Issued on Multipart Paper Forms

Distribute copies of PPQ Form 579 as indicated in Table 3-5-5.

Replacing PPQ Forms 577 and 579

The term “replace” refers to issuing new PPQ Form(s) 577 or 579 to substitute 

for a previously issued certificate.

Replaced certificates are based on the same inspection date(s) and results of the 

original certificates. If a new inspection is required the certificate needs to be 

issued according to Table 3-5-6 or Table 3-5-7. The date of issuance must always

be the actual date the ACO signs the certificate. When replacing a certificate, 

review the time limits for the country to ensure the original PPQ Form(s) 577 or 

579 was issued according to the country’s time limits. If the replacement occurs 

outside of the country’s time limit, include an AD referring to the original 

certificate and the original date of issuance.

Refer to Table Table 3-5-6 or Table 3-5-7 to help decide whether to replace 

PPQ Form 577 or 579.

Table 3-5-5 Distribution of PPQ Form 579, Phytosanitary Certificate for Reexport

If the copy is: Then:

Part 1—Shipper’s Original 

(white w/blue microprint background)

1. ATTACH the original or certified true copy of the foreign export certificate, if available

2. ATTACH PPQ Form 576, if appropriate

3. GIVE copies to the applicant, shipper, or broker Part 2—Shippers’ Copy (white)

Part 3—Record Copy (white) 1. ATTACH any pertinent information for that specific shipment1

2. SEND the record copy to your supervisor, Export Certification Specialist (ECS), or 

State Plant Health Director (SPHD) (to whom and when to send record copies is 

established by the ECS and SPHD; a rule-of-thumb is gather and send forward 

copies of issued certificates on a weekly basis)

Part 4—Issuing Office Copy 

(white)

1. ATTACH any pertinent information for that specific shipment1

2. RECORD issuance on the Export Certification Record (refer to User Fees on 

page 3-7-1)

1

3. FILE at the issuing office

1 Such as a copy of an IP, translations, application with inspection results, acceptable inspection certificate, State export certificate, treatment information, PPQ 576 Attachment.
General Procedures: Completing PPQ Forms 577 and 579

Replacing PPQ Forms 577 and 579

03/2014-18 Export Program Manual 3-5-15

Table 3-5-6 Decide Whether to Replace a PCIT issued PPQ Form 577 or 579 Based on Original 

Issuance

If the original 

PPQ Form 

577 or 579 is:

And:

And the 

replacement 

date is:

Then:

Surrendered to 

the ACO

The consignment is 

reinspected

ISSUE a new PPQ Form 577 or 579 at any duty station1 based on 

the new inspection

The consignment is 

not reinspected

Within 30 

days of 

inspection or 

specific country requirements

REPLACE the original PPQ Form 577 or 579 at any duty station, with 

no AD referencing the replacement

Not within 30 

days of 

inspection or 

specific country requirements2

REPLACE the original PPQ Form 577 or 579 at any duty station, with 

an AD “This certificate replaces Phytosanitary certificate (or Phytosanitary certificate for reexport) [number], issued on [date], at [issuing office], because [reason for issuing new PPQ Form 577 or 579].”

Not surrenderedThe document was 

already 

mailed

REPLACE the PPQ Form 577 or 579 with an AD “This certificate 

replaces Phytosanitary certificate (or Phytosanitary certificate for 

reexport) [number], issued on [date], at [issuing office], because [reason for issuing new PPQ Form 577 or 579].”

The document was 

lost

REPLACE the PPQ Form 577 or 579 with an AD “This certificate 

replaces the applicant’s lost original of Phytosanitary certificate (or 

Phytosanitary certificate for reexport) [number], issued on [date], at 

[issuing office].”

1 ACOs may have to contact the originating office for supporting documents if the documents are not attached within PCIT.

2 The original export certificate was issued according to PPQ policy concerning time limits.
General Procedures: Completing PPQ Forms 577 and 579

Replacing PPQ Forms 577 and 579

3-5-16 Export Program Manual 03/2014-18

Table 3-5-7 Decide Whether to Replace a Non-PCIT, 4–Part PPQ Form 577 or 579 Based on Original 

Issuance

If the original 

PPQ Form 

577 or 579 is:

And:

And the 

replacement 

date is:

Then:

Surrendered to 

the ACO

The consignment 

is reinspected

1. VOID the original PPQ Form 577 or 579 (refer to Recordkeeping on 

page 3-5-12)

2. RETURN all voided certificates (including those ruined while typing 

or preparing) to the issuing office

3. ISSUE a new PPQ Form 577 (Table 3-5-1 on page 3-5-7) or 579 

(Table 3-5-2 on page 3-5-11) at any duty station1 based on the new 

inspection

The consignment 

is not

reinspected

Within 30 

days of 

inspection or 

specific country requirements

1. VOID the original PPQ Form 577 or 579 (refer to Recordkeeping on 

page 3-5-12)

2. RETURN all voided certificates (including those ruined while typing 

or preparing) to the issuing office

3. CHANGE the appropriate entries

4. REPLACE the PPQ Form 577 or 579 at any duty station,1 with no

AD referencing the replacement

5. ATTACH the original or a copy (if the original is returned to the originating office) to the file copy of the new PPQ Form 577 or 579

Not within 30 

days of 

inspection or 

specific country requirements2

1. VOID the original PPQ Form 577 or 579 (refer to Recordkeeping on 

page 3-5-12)

2. RETURN all voided certificates (including those ruined while typing 

or preparing) to the issuing office

3. CHANGE the appropriate entries

4. REPLACE the PPQ Form 577 or 579 at any duty station,1 with an 

AD “This certificate replaces phytosanitary certificate (or phytosanitary certificate for reexport) [number], issued on [date], at [issuing 

office], because [reason for issuing new PPQ Form 577 or 579].”

5. ATTACH the original or a copy (if the original is returned to the originating office) to the file copy of the new PPQ Form 577 or 579

Not surrenderedThe document 

was 

already 

mailed

1. CHANGE the appropriate entries

2. REPLACE the PPQ Form 577 or 579 at the originating duty station 

only, with an AD “This certificate replaces phytosanitary certificate 

(or phytosanitary certificate for reexport) [number], issued on [date], 

at [issuing office], because [reason for issuing new PPQ Form 577 

or 579].”

The document 

was lost

1. CHANGE the appropriate entries

2. REPLACE the PPQ Form 577 or 579 at the originating duty station 

only, with an AD “This certificate replaces the applicant’s lost original of phytosanitary certificate (or phytosanitary certificate for reexport) [number], issued on [date], at [issuing office].”

1 ACOs may have to contact the originating office for supporting documents.

2 The original export certificate was issued according to PPQ policy concerning time limits.
03/2022-30 Export Program Manual 3-6-1

Chapter

3

General Procedures

Completing PPQ Form 578

Contents

Introduction 3-6-1

Purpose 3-6-1

Guidelines for Completing PPQ Form 578 3-6-1

Completion 3-6-2

Example 3-6-4

Continuation Sheet(s) 3-6-5

Recordkeeping 3-6-5

Distribution 3-6-5

Introduction

PPQ Form 578, Export Certificate, Processed Plant Products, is an accountable 

certificate used to certify processed plant commodities. Refer to Figure 3-6-1

for an example of a blank PPQ Form 578.

Purpose

The purpose of PPQ Form 578 is to assist U.S. applicants whose shipments 

may be placed in jeopardy if such a document is not issued. PPQ Form 578 

was created by PPQ to fill a void where no other government certification 

existed.

Guidelines for Completing PPQ Form 578

1. Prepare all export certificates in English.

2. List only U.S. addresses in the NAME AND ADDRESS OF THE 

EXPORTER block. Affiliated island addresses are acceptable.

3. Type or handwrite export certificates (if handwritten, do so only in all 

uppercase or capital letters).

4. Spell out dates in the month/day/year format (e.g., July 17, 2023).

NOTICE

PPQ Form 578 may only be issued for those processed products listed in the Phytosanitary Export Database (PExD).
General Procedures: Completing PPQ Form 578

Completion

3-6-2 Export Program Manual 03/2022-30

5. Do not correct errors or add extraneous marks (i.e., tick marks, 

checkmarks, etc.) on the export certificate. Never use correction fluid or 

correction tape. If an ACO makes an error, the ACO must complete a new 

certificate.

6. Never abbreviate the following: calendar months, city names, State names, 

country names, or any other entry unless it is part of a business name (e.g., 

A.B.C. Distributing Inc.)

7. Never enter a grade, intended use, a commercial term, or a trade name.

8. Never enter phone of FAX numbers.

9. Never enter statements such as “in care of,” (c/o), “attention to,” “agent 

for,” or “notify.”

10. Never enter titles to signatures or names.

11. Check the export summary to verify the declared point of entry is 

authorized; if the point of entry is not authorized, warn the exporter the 

shipment may be delayed or refused entry.

12. Each PPQ Form 578 can only be prepared by the issuing office accountable 

for that certificate.

13. Additional declarations (ADs) are prohibited on PPQ Form 578.

14. Treatments cannot be certified on PPQ Form 578.

15. PPQ Form 576, Attachment Sheet for PPQ Form 577 or PPQ Form 579, 

may not be used for PPQ Form 578.

16. PPQ Form 578 may be replaced if lost, etc., without any additional 

declaration.

17. Never enter a variety unless it is required in PExD or is listed in an import 

permit and all the conditions can be met.

Completion

Refer to Table 3-6-1 for specific instructions, techniques, and examples for 

completing PPQ Form 578.

Table 3-6-1 Instructions for Completing PPQ Form 578, Export Certificate, Processed Plant Products 

(page 1 of 2)

If the block is: Then:

PLACE ENTER the complete name of the city and State of the issuing office.

DATE ENTER the date when the certificate is prepared by an Authorized Certification Official (ACO).

NUMBER DO NOT WRITE in this space; all PPQ Forms 578 are prenumbered.

NAME AND 

ADDRESS OF 

EXPORTER

ENTER the complete name and U.S. address of the applicant.
General Procedures: Completing PPQ Form 578

Completion

03/2022-30 Export Program Manual 3-6-3

NAME AND 

ADDRESS OF 

CONSIGNEE

ENTER the complete name and address of the consignee.

MEANS OF 

CONVEYANCE

ENTER the specific name of the conveyance, if known. If unknown, enter airfreight, ocean vessel, 

railroad, truck line, airmail, etc.

POINT OF 

ENTRY

This should be the first point of arrival in the country of destination, or if not known, the country 

name. If the consignment transits through another country, record this only if the country of transit 

has specific requirements for transiting consignments in PExD or if there is official communication 

from the NPPO. Note in brackets [ ] the entry point of the country of transit, or if not know, the country name. The point of entry is declared by the exporter at the time of issuance of the phytosanitary 

certificate. When the summary in PExD specifies a point of entry must be listed in its phytosanitary 

import requirements, one of the specific points of entry must be declared and the consignment 

should enter through that point.

DESCRIPTION OF CONSIGNMENT

PRODUCT 

(kind, quantity, 

and weight)

ENTER the name of the processed product exactly as it appears in the list in PExD; do not add scientific names. Enter the amount and description of the shipping containers as declared by the applicant (e.g., 11 wooden crates, 123 cardboard cartons, 5 burlaps bags, or if in bulk, enter “IN BULK.”)

IDENTIFICATIONENTER the markings as declared by the applicant. If there are no distinguishing marks, enter 

“NONE.”

ORIGIN ENTER the origin as declared by the applicant, specifying the States or countries.

WARNING

This warning alerts all parties that any alteration, forgery, or unauthorized use of export certificates is subject to civil penalties or punishable by a fine or imprisonment.

AUTHORIZATION

NAME OF 

AUTHORIZED 

OFFICER

TYPE or PRINT the name of the ACO who will sign the certificate.

SIGNATURE SIGN your name. The signature must match the name entered in NAME OF AUTHORIZED OFFICER above.

Table 3-6-1 Instructions for Completing PPQ Form 578, Export Certificate, Processed Plant Products 

(page 2 of 2)

If the block is: Then:
General Procedures: Completing PPQ Form 578

Completion

3-6-4 Export Program Manual 03/2022-30

Example

Figure 3-6-1 Example of PPQ Form 578, Export Certificate, Processed Plant Products (blank)

According to the Paperwork Reduction Act of 1995, no persons are required to respond to a collection of information unless it displays a valid 0MB control 

number. The valid OMB control number for this information collection is 0579-0052. The time required to complete this information collection is estimated 

to average .03 hours per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data 

needed, and completing and reviewing the collection of information.

FORM APPROVED

OMB NO. 0579-0052

UNITED STATES DEPARTMENT OF AGRICULTURE 

ANIMAL AND PLANT HEALTH INSPECTION SERVICE 

PLANT PROTECTION AND QUARANTINE

EXPORT CERTIFICATE

PROCESSED PLANT PRODUCTS

FOR OFFICIAL USE ONLY

PLACE: 

DATE: SAMPLE NUMBER: P XXXXXXX

NAME AND ADDRESS OF EXPORTER

SAMPLE

NAME AND ADDRESS OF CONSIGNEE

SAMPLE

MEANS OF CONVEYANCE POINT OF ENTRY

DESCRIPTION OF CONSIGNMENT

PRODUCT (Kind, Quantity, and Weight)

SAMPLE SAMPLE

IDENTIFICATION 

SAMPLE ORIGIN 

WARNING: Any alteration, forgery, or unauthorized use of this certificate is subject to civil penalties of up to $250,000 (7 U.S.C. Section 7734(b)) or punishable 

by a fine of not more than $10,000, or imprisonment of not more than 5 years, or both (18 U.S.C. Section 1001).

This is to affirm that, based upon inspection of submitted samples and/or by virtue of processing received, the plant products described 

above are believed to be free from injurious plant pests.

SAMPLE

NAME OF AUTHORIZED OFFICER

SAMPLE SIGNATURE

No liability shall attach to the United States Department of Agriculture or to any officer or representative of the Department with respect to 

this certificate.

PPQ FORM 578 SEP 2001 Previous edition dated FEB 2001 may be used. 1 of 1
General Procedures: Completing PPQ Form 578

Continuation Sheet(s)

03/2022-30 Export Program Manual 3-6-5

Continuation Sheet(s)

When there is insufficient space on a PPQ Form 578, Export Certificate, 

Processed Plant Products, proceed as follows.

1. In the block certificate, enter “refer to attachment(s).”

2. List the information on a separate sheet of plain paper without letterhead, 

unless required by the importing country as specified in the export 

summary. If letterhead is required, only use letterhead PPQ letterhead.

3. Indicate the name and number of the certificate, if applicable, and the 

issuance date at the top of each continuation sheet.

4. Review the listed information for accuracy.

5. Sign each continuation sheet.

6. Include the original continuation sheet(s) with the original certificate. 

Include a copy of the continuation sheet(s) with each copy of the original 

certificate.

Recordkeeping

Issuing offices must retain the multipart paper issuing office copies of export 

certificates for 3 years. After 3 years, destroy these copies by incinerating or 

shredding. If the certificate lists protected commodities, maintain the paper 

certificates and accompanying documentation for 5 years.

File and maintain the multipart paper issuing office copies of export 

certificates according to local procedures for storing accountable certificates.

Distribution

Distribute copies of PPQ Form 578 issued on multipart paper forms as 

indicated in Table 3-6-2.

Table 3-6-2 Instructions for Distributing PPQ Form 578, Export Certificate, Processed Plant Products 

(page 1 of 2)

If the copy is: Then:

Part 1—shipper’s original 

(white with blue microprint 

background)

1. If present and applicable, ATTACH a foreign export certificate for foreign-origin processed products

2. GIVE the original and shipper’s copy to the applicant, shipper, or broker

Part 2—shippers’ copy 

(white)
General Procedures: Completing PPQ Form 578

Distribution

3-6-6 Export Program Manual 03/2022-30

Part 3—record copy 

(white)

1. ATTACH any pertinent information for that specific shipment1

2. SEND the record copy to your supervisor, Export Certification Specialist (ECS), or State 

Plant Health Director (SPHD) (to whom and when to send record copies is established 

by the ECS and SPHD. A good rule of thumb is on a weekly basis, gather and send 

copies of issued certificates).

Part 4—issuing office 

copy (white)

1. ATTACH any pertinent information for that specific shipment1

2. FILE at the issuing office.

1 Such as application, foreign export certificate, continuation sheet(s) (refer to Continuation Sheet(s) on page 3-6-5).

Table 3-6-2 Instructions for Distributing PPQ Form 578, Export Certificate, Processed Plant Products 

(page 2 of 2)

If the copy is: Then:
03/2020-29 Export Program Manual 3-7-1

Chapter

3

General Procedures

User Fees

Contents

Introduction 3-7-1

Federal ACOs 3-7-1

State and County ACOs 3-7-2

Important PCIT Facts 3-7-2

Guidance for Federal ACOs 3-7-3

Replacing Export Certificates 3-7-8

State and County Guidance for Collecting and Remitting Only the USDA 

Administrative Fee in PCIT 3-7-9

Replacing Export Certificates 3-7-12

State and County Guidance for Collecting and Remitting State and County 

Fees and the USDA Administrative Fee in PCIT 3-7-12

Replacing Export Certificates 3-7-16

Federal, State, and County Guidance for Collecting and Remitting the USDA 

Administrative Fee Without PCIT 3-7-17

Guidance for State and County Officials 3-7-17

Replacing Export Certificates 3-7-18

PPQ Responsibilities 3-7-19

Certificates Issued Worksheet Instructions 3-7-21

Checks Collected Worksheet Instructions 3-7-23

Handling Refunds 3-7-24

Managing Records 3-7-26

Monthly Reports 3-7-26

Introduction

The funding for phytosanitary certification is generated directly by user fees. 

User fees for export certification of plants and plant products follows 7 CFR 

354. This section provides guidance for Authorized Certification Officials 

(ACOs) regarding collecting user fees for the following export certificates:

PPQ Form 577, Phytosanitary Certificate

PPQ Form 578, Export Certificate, Processed Plant Products

PPQ Form 579, Phytosanitary Certificate for Reexport

Federal ACOs

PCIT use is mandatory for all PPQ employees in the collection of funds for 

export certificates. Refer to Guidance for Federal ACOs on page 3-7-3.
General Procedures: User Fees

Introduction

3-7-2 Export Program Manual 03/2020-29

State and County ACOs

At this time PCIT use by State and county ACOs is voluntary but highly 

recommended. An applicable administrative fee applies to all export 

certificates, both PCIT and multipart paper forms. State and county ACOs 

should refer to their local policy for collecting user fees and the USDA 

administrative fee. Refer to Table 3-7-1.

For State or county locations using PCIT, PPQ has developed a mechanism to 

collect the administrative fee directly from the applicant. Refer to Step 1: 

Collect the Administrative Fee on page 3-7-9.

In addition to collecting the USDA administrative fee, PPQ has also developed 

the capability to collect the State and county fees associated with export 

certificates. Refer to State and County Guidance for Collecting and Remitting 

State and County Fees and the USDA Administrative Fee in PCIT on page 

3-7-12.

State and county locations not using PCIT must collect and remit the 

administrative fee monthly to APHIS for each certificate issued. Refer to 

Federal, State, and County Guidance for Collecting and Remitting the USDA 

Administrative Fee Without PCIT on page 3-7-17.

Important PCIT Facts

The following PCIT facts apply to all users:

No fees are removed from accounts until certificates are in issued or 

printed status.

PCIT will not allow PPQ Form 577, 578, or 579 to be completed without 

sufficient funds.

Applicants using PCIT may run a debit transaction report to view all 

credits and debits made to their account.

If applicants are not using PCIT, then the duty station may run a debit 

transaction report to view all credits and debits for each applicant.

If a company submits an application, duty stations will never need to 

create a shell account.

The use of wild card searches, when searching for organizations, can 

increase the effectiveness of your search in PCIT. Entering less specific 

information yields a larger result.

Table 3-7-1 : Administrative Fees for Export Certificates

If the export certificate is: Then the administrative fee is:

Issued in PCIT $6

Issued outside of PCIT $12
General Procedures: User Fees

Guidance for Federal ACOs

03/2020-29 Export Program Manual 3-7-3

Guidance for Federal ACOs

Step 1: Determine Shipment Value

The cost of an export certificate is based on whether the shipment is 

commercial or noncommercial.

Commercial Shipments

Shipments with a value greater than or equal to $1250 are considered 

commercial.

Noncommercial Shipments

Shipments whose value is less than $1250 are considered noncommercial. 

Applicants must provide an invoice indicating the value is less than $1250. 

Furthermore, the quantity of produce declared and the number and description 

of packages on the application must match those found on the invoice. Attach 

a copy of the invoice in PCIT.

Humanitarian Shipments. Shipments that are neither for gain nor profit are 

considered noncommercial regardless of the value. Applicants must provide 

documentation indicating the shipment is a humanitarian shipment.

Interagency Agreements. Shipments certified under an interagency agreement 

are charged the noncommercial rate. If a USDA agency or facility requests 

such an arrangement, an interagency agreement must be signed before issuing 

an export certificate.1

NOTICE

ACOs must use their professional judgment and the shipment’s accompanying documentation to establish the shipment’s value and to determine whether a shipment is 

commercial or non-commercial.

NOTICE

PCIT automatically sets the fee according to the shipment value. The ACO can override the fee on the certificate adjustment and payment screen.

1 To set up an interagency agreement, or to identify the agencies that have valid agreements, contact 

the Agreement Services Center in Riverdale, Maryland.
General Procedures: User Fees

Guidance for Federal ACOs

3-7-4 Export Program Manual 03/2020-29

Step 2: Set User Fee for Export Certificates

Refer to Table 3-7-2.

Step 3: Collect User Fee

Applicants must pay for export certificates in U.S. funds at the time of 

service

Applicants may deposit funds in PCIT to pay for export certificates.

Credit Card or eCheck

The preferred method of payment for export certificates is by the applicant 

through PCIT with credit card or eCheck. If the applicant uses a credit card or 

eCheck, no further action is required; refer to Example A.

Paper Check or Money Order

Applicants may present paper checks (cashier’s, certified, traveler’s, personal) 

or money orders. ACOs must enter that payment into PCIT.

Table 3-7-2 User Fees for Export Certificates

If the invoice value is: Then:

Commercial (equal to or greater than $1,250) 1. The fee is $106

2. REFER to Step 3: Collect User Fee on page 3-7-4

Noncommercial (less than $1,250) 1. The fee is $61

2. REFER to Step 3: Collect User Fee on page 3-7-4

NOTICE

• If ACOs issue export certificates on contiguous or noncontiguous ROT, PPQ must

charge the user fee for the export certificate and the overtime charges.

• PCIT collects the user fee for export certificates only. Overtime is not handled 

through PCIT. Handle overtime fees according to APHIS policy.

Example A Applicant Using eCheck or Credit Card

Company A funds their account in PCIT and submits an application. The 

applicant should always select prepurchase account in this example.

To create the PPQ Form 577 or 579, the ACO must:

1. Process the submitted application.

2. Ensure the fee is correct before clicking “Issue certificate and charge fee”.

3. Complete the certificate printing process.

PCIT APHIS 94 is not required.

NOTICE

Credit cards and eChecks are accepted only when applicants use the financial management option in PCIT.
General Procedures: User Fees

Guidance for Federal ACOs

03/2020-29 Export Program Manual 3-7-5

Checks and money orders must be payable to USDA–APHIS

Checks drawn on foreign banks must be marked as and payable in U.S. 

dollars

Checks must have the following accounting code in the memo line: 

0XPQPQ0024PQPSCRTPUBLICUSDA/0203 (only if they do not have 

a PCIT Org ID)

Checks must have the Org ID listed in the memo line if they have a PCIT 

account

The following information must appear on the face of personal checks:2

Complete mailing address

Driver’s license number

Phone number

The tax identification number or social security number must be kept on file in 

the issuing office. The tax identification number or social security number is 

not to be listed on the check or any documents that are submitted for 

processing.

Refer to the following examples for entering a paper check or money order in 

PCIT:

2 As required by the Debt Collection Improvement Act (DCIA); the Department of Treasury, Financial 

Management Service policy directives; and Departmental, and APHIS policy directives.

NOTICE

• If a check is returned by the bank for insufficient funds, do not certify additional 

shipments until the outstanding balance is paid in full.

• Do not write below the memo and signature lines on a check.

• Do not write on the back of checks or money orders.

• Do not endorse checks or money orders with a stamp.
General Procedures: User Fees

Guidance for Federal ACOs

3-7-6 Export Program Manual 03/2020-29

Example B Applicant Presents Paper Check or Money Order & Submits PCIT Application

Company B submits applications with PCIT. They give the duty station a 

check for $250.00. The applicant should select “prepurchase” when submitting applications.

To handle the check in PCIT, the ACO must:

1. Click “Financial Management” and search for Company B by the organization name or Org ID number.

2. Click “Transactions” for Company B.

3. Select “Add funds to prepurchase account”on the update account menu

4. Enter the check information and click save. Company B now has $250.00 

in their account.

To create the PPQ Form 577 or 579, the ACO must:

1. Process the submitted application.

2. Ensure the fee is correct before clicking “Issue certificate and charge fee”.

3. Complete the certificate printing process.

The PCIT APHIS 94 is required and must reflect $250.00 for Company B.

Example C Applicant Presents Paper Check or Money Order Without a PCIT Organization

Company C is not using PCIT and presents a check for $500.00. The ACO 

must use a shell account.

To handle the check in PCIT, the ACO must:

1. Click “Financial Management” and search for Company C by the organization name or Org ID number.

 If you find Company C, then a shell account was already created. Go to 

step 2.

 If you do not find Company C, then click “Create applicant organization,” complete the information, and click save. Return to step 1.

2. Click “Transactions” for Company C.

3. Select “Add funds to prepurchase account”on the update account menu

4. Enter the check information and click save. Company C now has $500.00 

in their account.

The ACO must:

1. Create an application for Company C.

2. Update applicant to Company C on the General Screen.

3. Submit the application to the duty station.

To create the PPQ Form 577 or 579 in PCIT, the ACO must:

1. Process the submitted application.

2. Ensure the fee is correct before clicking “Issue certificate and charge fee”.

3. Complete the certificate printing process.

The PCIT APHIS 94 must reflect $500 for company C.
General Procedures: User Fees

Guidance for Federal ACOs

03/2020-29 Export Program Manual 3-7-7

Collecting the User Fee for Letterhead Certification (Nonanimal 

Statement) in PCIT

PCIT collects the user fee for Letterhead Statements (nonanimal) even though 

the document is not generated in PCIT. For guidance on the completion of 

Letterhead Statements (nonanimal), refer to Certifying Nonanimal Products for 

Export in the Special Procedures section of the Animal Product Manual.

Refer below for instructions on collecting the user fee for Letterhead 

Certification (nonanimal statement) in PCIT:

1. Select “Financial Management.”

2. Search for the company name. If you find the company name, go to 

number 3. If you cannot find the company, do the following:

A. Click “Create Applicant Organization.” Complete the information and 

click save. 

B. Return to number 2 above.

3. Click “Transactions” for Company.

4. Select “Charge for a certificate issued outside of PCIT.”

5. Select the processing duty station from the drop down list.

6. Enter the issue date.

7. Select the Certificate Type, 578/LTR.

8. Enter the certificate number.

9. Select the appropriate Federal Fee.

10. Click the Save button.

Step 4: Remit Paper Checks or Money Orders

PCIT will populate the “PCIT-generated APHIS 94 information report” (PCIT 

APHIS 94) for any paper checks or money orders manually entered into PCIT. 

The PCIT APHIS 94 must be submitted in lieu of “APHIS Form 94, Record of 

Public Funds Received for export certification fees.”

How to Generate and Remit PCIT APHIS 94

1. Select “View Reports.”

2. Select “APHIS 94 Record of Public Funds Received.”

3. Click submit.

4. Select the appropriate duty station.

5. Fill in the date range.

NOTICE

You may use the same process for PPQ Form 577 and 579 when PCIT is down to 

collect the applicable user fee.
General Procedures: User Fees

Guidance for Federal ACOs

3-7-8 Export Program Manual 03/2020-29

6. Click next.

7. Click generate report.

8. Print the report.

9. Review the report for accuracy.

10. Complete blocks 14 and 15.

11. Photocopy each check or money order for the work location records.

12. Attach checks and/or money orders to the PCIT APHIS 94.

13. Send (refer to important note below) the PCIT APHIS 94 with the checks 

and/or money orders to the address printed in Block 4.

14. The ECS will keep a copy of the PCIT APHIS 94 and the associated checks 

or money orders until a receipted copy is returned from the Minneapolis 

Financial Services Branch (MFSB).

15. If the ECS does not receive a receipted copy within 3 weeks of submission, 

notify the Minneapolis Financial Services Branch.

Replacing Export Certificates

User fees are applicable for export certificates that must be replaced because 

of an error caused by the applicant or for changes to information about a 

shipment. The fee for replacing an export certificate is $15.00. The fee remains 

in effect after 2012 until new regulations are finalized.

If the applicant requests the original export certificate be split into multiple 

certificates, or replaced more than once, set the fee for the first replacement at 

$15.00. Charge all additional replacements the applicable rate specified in 

Table 3-7-2.

NOTICE

Send the collected fees every Thursday or immediately when deposit receipts total 

$5000 or more.

NOTICE

PPQ does not charge user fees for export certificates that have been replaced 

because of an error caused by an ACO.

NOTICE

The quantity cannot be increased when replacing an export certificate. Any increase 

in quantity would necessitate an additional inspection.
General Procedures: User Fees

State and County Guidance for Collecting and Remitting Only the USDA Administrative Fee in PCIT

03/2020-29 Export Program Manual 3-7-9

State and County Guidance for Collecting and Remitting Only the 

USDA Administrative Fee in PCIT

Step 1: Collect the Administrative Fee

Applicants must pay the administrative fee for export certificates issued 

by States and Counties in U.S. funds at the time of service

Applicants may deposit funds in PCIT to pay the applicable 

administrative fee associated with export certificates

Credit Card or eCheck in PCIT 

The preferred method of payment for the administrative fee is by the applicant 

through PCIT with credit card or eCheck. If the applicant uses a credit card or 

eCheck, no further action is required by the State or county. Refer to Example 

D.

Paper Check or Money Order in PCIT

Applicants may also present a paper check (cashier’s, certified, traveler’s, 

personal) or money order for the administrative fee. If a State or county does 

not want to accept paper checks or money orders for the administrative fee, 

then refer the applicant to the closest PPQ location. Once PPQ enters the 

proper check or money order in PCIT, then the money would be available at 

any location using PCIT.

If a State or county elects to collect paper checks or money orders, then the 

ACO must enter that payment in PCIT. 

Checks and money orders must be payable to USDA–APHIS

Checks drawn on foreign banks must be marked as and payable in U.S. 

dollars

Example D Applicant Using eCheck or Credit Card

Company D funds their account in PCIT and submits an application. Applicants should always select prepurchase account in this example. The ACO 

must:

1. Process the submitted application.

2. Complete the certificate printing process.

PCIT APHIS 94 is not required.

NOTICE

Credit cards and eChecks are accepted only when using the financial management 

option in PCIT.
General Procedures: User Fees

State and County Guidance for Collecting and Remitting Only the USDA Administrative Fee in PCIT

3-7-10 Export Program Manual 03/2020-29

Checks must have the following accounting code in the memo line: 

0XPQPQ0024PQPSCRTPUBLICUSDA/0203 (only if they do not have 

a PCIT Org ID)

Checks must have the Org ID listed in the memo line if they have a PCIT 

account

The following information must appear on the face of personal checks:3

Complete mailing address

Driver’s license number

Phone number

The tax identification number or social security number must be kept on file in 

the issuing office. The tax identification number or social security number is not

to be listed on the check or any documents that are submitted for processing.

Refer to the following examples for entering a paper check or money order in 

PCIT:

3 As required by the Debt Collection Improvement Act (DCIA); the Department of Treasury, Financial 

Management Service policy directives; and Departmental, and APHIS policy directives.

NOTICE

• If a check is returned by the bank for insufficient funds, do not certify additional 

shipments until the outstanding balance is paid in full.

• Do not write below the memo and signature lines on a check.

• Do not write on the back of checks or money orders.

• Do not endorse checks or money orders with a stamp.

Example E Applicant Using Paper Check or Money Order & Submitting PCIT Application

Company E submits applications with PCIT. They give the duty station a 

check for $250.00. They should select “prepurchase” when submitting applications.

To handle the check, in PCIT, the ACO must:

1. Click “Financial Management” and search for Company E by the organization name or Org ID number.

2. Click “Transactions” for Company E.

3. Select “Add funds to prepurchase account”on the update account menu.

4. Enter the check information and click save. Company E now has $250.00 

in their account.

To create the PPQ Form 577 or 579, the ACO must:

1. Process the submitted application.

2. Complete the certificate printing process.

The PCIT APHIS 94 must reflect $250.00 for Company E.
General Procedures: User Fees

State and County Guidance for Collecting and Remitting Only the USDA Administrative Fee in PCIT

03/2020-29 Export Program Manual 3-7-11

Step 2: Remit the Administrative Fee

Remitting with PCIT

PCIT will populate the “PCIT-generated APHIS 94 information report” (PCIT 

APHIS 94) for any paper checks or money orders manually entered into PCIT.

How to Generate and Remit PCIT APHIS 94

1. Select “View Reports.”

2. Select “APHIS 94 Record of Public Funds Received,”

3. Click submit.

4. Select the appropriate duty station.

5. Fill in the date range.

6. Click next.

7. Click generate report.

8. Print the report.

9. Review the report for accuracy.

10. Complete blocks 14 and 15.

11. Photocopy each check or money order for the work location records.

Example F Applicant Using Paper Check or Money Order Without a PCIT Organization

Company F is not using PCIT and hands you a check for $500.00. The ACO 

must use a shell account in PCIT.

To handle the check in PCIT, the ACO must:

1. Click “Financial Management” and search for Company F by the organization name or Org ID number.

 If you find Company F, then a shell account was already created. Go to 

step 2.

 If you do not find Company F, then click “Create applicant organization,” complete the information, and click save. Return to step 1.

2. Click “Transactions” for Company F.

3. Select “Add funds to prepurchase account”on the update account menu.

4. Enter the check information and click save. Company F now has $ 500.00 

in their account.

To create the application in PCIT, the ACO must:

1. Create an application for Company F.

2. Update applicant to Company F on the General Screen.

3. Submit the application to the duty station.

To create the PPQ Form 577 or 579 in PCIT, the ACO must:

1. Process the submitted application.

2. Complete the certificate printing process.

The PCIT APHIS 94 must reflect $500 for company F.
General Procedures: User Fees

State and County Guidance for Collecting and Remitting State and County Fees and the USDA Administrative Fee in PCIT

3-7-12 Export Program Manual 03/2020-29

12. Attach checks and/or money orders to the PCIT APHIS 94.

13. Send (refer to important note below) the PCIT APHIS 94 with the checks 

and/or money orders to the address printed in Block 4.

14. The ECS will keep a copy of the PCIT APHIS 94 and the associated checks 

or money orders until a receipted copy is returned from the Minneapolis 

Financial Services Branch (MFSB).

15. If the ECS does not receive a receipted copy within 3 weeks of submission, 

notify the Minneapolis Financial Services Branch.

Replacing Export Certificates

The administrative fee is applicable for all export certificates that must be 

replaced because of an error caused by the applicant or for changes to 

information about a shipment.

If the applicant requests the original export certificate be split into multiple 

certificates, then the applicable administrative fee applies to all certificates.

State and County Guidance for Collecting and Remitting State and 

County Fees and the USDA Administrative Fee in PCIT

Step 1: Collect All Fees

Applicants must pay all fees (State, county, and Federal) for export 

certificates in U.S. funds at the time of service

Applicants may deposit funds in PCIT to pay for export certificates

NOTICE

The State or County must remit all paper checks or money orders by the end of the 

following month.

NOTICE

There is no administrative fee for export certificates that must be replaced because 

of an error caused by an ACO.

NOTICE

The quantity cannot be increased when replacing an export certificate. Any increase 

in quantity would necessitate an additional inspection.

EXAMPLE The applicant wants an original export certificate split into three 

certificates. The administrative fee applies to the original export 

certificate and all three split certificates.
General Procedures: User Fees

State and County Guidance for Collecting and Remitting State and County Fees and the USDA Administrative Fee in PCIT

03/2020-29 Export Program Manual 3-7-13

Credit Card or eCheck in PCIT

The preferred method of payment for export certificates is by the applicant 

through PCIT with credit card or eCheck. If the applicant uses a credit card or 

eCheck, no further action is required by the State or county. Refer to Example 

G.

Paper Check or Money Order in PCIT

Applicants may also present paper checks (cashier’s, certified, traveler’s, 

personal) or money orders for the appropriate user fees. If a State or County 

does not want to accept paper checks or money orders for the administrative 

fee, then refer the applicant to the closest PPQ location. Once PPQ enters the 

paper check or money order in PCIT, then the money would be available at any 

location using PCIT.

If a State or county elects to collect paper checks or money orders, then the 

ACO must enter those forms of payment into PCIT.

Checks and money orders must be payable to USDA–APHIS

Checks drawn on foreign banks must be marked as and payable in U.S. 

dollars

Checks must have the following accounting code in the memo line: 

0XPQPQ0024PQPSCRTPUBLICUSDA/0203 (only if they do not have 

a PCIT Org ID)

Checks must have the Org ID listed in the memo line if they have a PCIT 

account

Example G Applicant Using eCheck or Credit Card

Company G funds their account in PCIT and submits an application. Applicants should always select prepurchase account in this example. The ACO 

must:

1. Process the submitted application.

2. On the certificate adjustment screen, click “Enter State/County Fees.”

3. Fill in the appropriate fields and click “Save.”

4. Complete the certificate printing process.

PCIT APHIS 94 is not required.

NOTICE

Credit cards and eChecks are accepted only when using the financial management 

option in PCIT.
General Procedures: User Fees

State and County Guidance for Collecting and Remitting State and County Fees and the USDA Administrative Fee in PCIT

3-7-14 Export Program Manual 03/2020-29

The following information must appear on the face of personal checks:4

Complete mailing address

Driver’s license number

Phone number

The tax identification number or social security number must be kept on file in 

the issuing office. The tax identification number or social security number is 

not to be listed on the check or any documents that are submitted for 

processing.

Refer to the following examples for entering a paper check or money order in 

PCIT:

4 As required by the Debt Collection Improvement Act (DCIA); the Department of Treasury, Financial 

Management Service policy directives; and Departmental, and APHIS policy directives.

NOTICE

• If a check is returned by the bank for insufficient funds, do not certify additional 

shipments until the outstanding balance is paid in full.

• Do not write below the memo and signature lines on a check.

• Do not write on the back of checks or money orders.

• Do not endorse checks or money orders with a stamp.

Example H Applicant Using Paper Check or Money Order & Submitting PCIT Application

Company H submits applications with PCIT. They give the duty station a 

check for $250.00. They should select “prepurchase” when submitting applications.

To handle the check, in PCIT, the ACO must:

1. Click “Financial Management” and search for Company H by the organization name or Org ID number.

2. Click “Transactions” for Company H.

3. Select “Add funds to prepurchase account” on the update account menu.

4. Enter the check information and click save. Company H now has $250.00 

in their account.

To create the PPQ Form 577 or 579, the ACO must:

1. Process the submitted application.

2. On the certificate adjustment screen, click “Enter State/County Fees.”

3. Fill in the appropriate fields and click “Save.”

4. Complete the certificate printing process.

The PCIT APHIS 94 must reflect $250.00 for Company H.
General Procedures: User Fees

State and County Guidance for Collecting and Remitting State and County Fees and the USDA Administrative Fee in PCIT

03/2020-29 Export Program Manual 3-7-15

Step 2: Remit All Fees Collected to USDA

Remitting with PCIT

PCIT will populate the “PCIT-generated APHIS 94 information report” (PCIT 

APHIS 94) for any paper checks or money orders manually entered into PCIT.

How to Generate and Remit PCIT APHIS 94

1. Select “View Reports.”

2. Select “APHIS 94 Record of Public Funds Received.”

3. Click submit.

4. Select the appropriate duty station.

5. Fill in the date range.

6. Click next.

7. Click generate report.

8. Print the report.

9. Review the report for accuracy.

Example I Applicant Using Paper Check or Money Order Without a PCIT Organization

Company I is not using PCIT and hands you a check for $500.00. The ACO 

must use a shell account.

To handle the check in PCIT, the ACO must:

1. Click “Financial Management” and search for Company I by the organization name or Org ID number.

 If you find Company I, then a shell account was already created. Go to 

step 2.

 If you do not find Company I, then click “Create applicant organization,” 

complete the information, and click save. Return to step 1.

2. Click “Transactions” for Company I.

3. Select “Add funds to prepurchase account”on the update account menu.

4. Enter the check information and click save. Company I now has $ 500.00 

in their account.

To create the application in PCIT, the ACO must:

1. Create an application for Company I.

2. Update applicant to Company I on the General Screen.

3. Submit the application to the duty station.

To create the PPQ Form 577 or 579 in PCIT, the ACO must:

1. Process the submitted application.

2. On the certificate adjustment screen, click “Enter State/County Fees.”

3. Fill in the appropriate fields and click “Save.”

4. Complete the certificate printing process.

The PCIT APHIS 94 must reflect $500 for company I.
General Procedures: User Fees

State and County Guidance for Collecting and Remitting State and County Fees and the USDA Administrative Fee in PCIT

3-7-16 Export Program Manual 03/2020-29

10. Complete blocks 14 and 15.

11. Photocopy each check or money order for the work location records.

12. Attach checks and/or money orders to the PCIT APHIS 94.

13. Send (refer to important note below) the PCIT APHIS 94 with the checks 

and/or money orders to the address printed in Block 4.

14. The ECS will keep a copy of the PCIT APHIS 94 and the associated checks 

or money orders until a receipted copy is returned from the Minneapolis 

Financial Services Branch (MFSB).

15. If the ECS does not receive a receipted copy within 3 weeks of submission, 

notify the Minneapolis Financial Services Branch.

Replacing Export Certificates

The administrative fee is applicable for all export certificates that must be 

replaced because of an error caused by the applicant or for changes to 

information about a shipment.

If the applicant requests the original export certificate be split into multiple 

certificates, then the applicable administrative fee applies to all certificates.

NOTICE

The State or county must remit all paper checks or money orders by the end of the 

following month.

NOTICE

There is no administrative fee for export certificates that must be replaced because 

of an error caused by an ACO.

NOTICE

The quantity cannot be increased when replacing an export certificate. Any increase 

in quantity would necessitate an additional inspection.

EXAMPLE The applicant wants an original export certificate split into three 

certificates. The administrative fee applies to the original export 

certificate and all three split certificates.
General Procedures: User Fees

Federal, State, and County Guidance for Collecting and Remitting the USDA Administrative Fee Without PCIT

03/2020-29 Export Program Manual 3-7-17

Federal, State, and County Guidance for Collecting and Remitting 

the USDA Administrative Fee Without PCIT

Guidance for State and County Officials

The following section describes the activities necessary for collecting and 

remitting the USDA administrative fee for States or counties not using PCIT. 

The remittance mechanism was established according to the least common 

denominator and took State and county legislative concerns into consideration 

as much as possible.

Since States and counties have different rules concerning fees, a single 

worksheet could not be developed for the remittance of administrative fees and 

the tracking of issued certificates, so the “Checks Collected Worksheet” and 

the “Certificates Issued Worksheet” were developed. State and County ACOs 

should refer to their local policy regarding fee collection. The various 

mechanisms may require exporters to pay for certification services in one of 

the following ways:

Multiple checks (e.g., one check for the State or county and one check 

made to USDA–APHIS) for each certificate issued

Multiple checks (e.g., same as above) that cover more than one certificate 

and the State or county tracks the exporters balance

One check for the State or county and the State or county remits to the 

USDA directly at the end of the month for all the certificates issued

Tracking the Certificates Issued

States and counties not using PCIT must track and record all certificates 

issued on a monthly basis. Prior to the administrative fee, the total number of 

certificates issued by each location was all that was required. With the 

administrative fee, APHIS needs additional information to determine how 

much money was collected and to facilitate reconciliation. To track the total 

number of certificates issued, the “Certificates Issued Worksheet” 

(Figure 3-7-1) was created. ACOs must complete the worksheet for every 

certificate issued.

Reporting Voided or Erroneous Certificates

Voided certificates or certificates that have errors should be tracked, recorded, 

and reported to your ECS for accountability.
General Procedures: User Fees

Federal, State, and County Guidance for Collecting and Remitting the USDA Administrative Fee Without PCIT

3-7-18 Export Program Manual 03/2020-29

Collecting the Administrative Fee

When the USDA administrative fee is collected, all checks must be sent to the 

U.S. Bank lock box in St. Louis for processing. The “Checks Collected 

Worksheet” (Figure 3-7-2) provides all the necessary information for remitting 

checks to the USDA.

Use the “Checks Collected Worksheet” in Figure 3-7-2 on page 3-7-22 for 

documenting the receipt and transmittal of USDA administrative fees. Refer to 

Checks Collected Worksheet Instructions on page 3-7-23 to complete the 

worksheet. If the State or County is collecting checks from applicants and 

remits one check to USDA–APHIS at the end of the month then only one line 

needs to be completed on the “Checks Collected Worksheet” listing the one 

check remitted.

Remitting Information

The State or county must complete these tasks by the end of the following 

month:

Make 2 copies of all checks, worksheets, and certificates

Send copies of all checks, worksheets, and certificates to the ECS 

responsible for their area

Retain a copy of all checks, worksheets, and certificates on file

Submit the original checks and “Checks Collected Worksheet” to the 

address located in Block 2

Replacing Export Certificates

The administrative fee is applicable for all export certificates that must be 

replaced because of an error caused by the applicant or for changes to 

information about a shipment.

NOTICE

If an applicant carries a balance over time, the State or county should track the balance.

EXAMPLE If a certificate is issued in July, the State or county must submit the 

check, the Checks Collected Worksheet, and the Certificates Issued 

Worksheet to the ECS responsible for their area by the end of August.

NOTICE

There is no administrative fee for export certificates that must be replaced because 

of an error caused by an ACO.
General Procedures: User Fees

Federal, State, and County Guidance for Collecting and Remitting the USDA Administrative Fee Without PCIT

03/2020-29 Export Program Manual 3-7-19

If the applicant requests the original export certificate be split into multiple 

certificates, then the applicable administrative fee applies to all certificates.

PPQ Responsibilities

Tracking Certificates

In order for USDA to accurately account for all certificates issued and the 

associated administrative fees, the ECS must track the certificate numbers 

provided to State and county locations.

Reconciling Information

Reconciliation of the Checks Collected Worksheet, Certificates Issued 

Worksheet, and the certificates that were provided to the States and counties 

has to be done monthly.

NOTICE

The quantity cannot be increased when replacing an export certificate. Any increase 

in quantity would necessitate an additional inspection.

EXAMPLE The applicant wants an original export certificate split into three 

certificates. The administrative fee applies to the original export 

certificate and all three split certificates.
General Procedures: User Fees

Federal, State, and County Guidance for Collecting and Remitting the USDA Administrative Fee Without PCIT

3-7-20 Export Program Manual 03/2020-29

Figure 3-7-1 Certificates Issued Worksheet

Certificates Issued Worksheet

01. From: 02. To: Export Certification Specialist 

03. Date 04. Applicant 05. Certificate Number 06. ACO Error

1. YES NO

2. YES NO

3. YES NO

4. YES NO

5. YES NO

6. YES NO

7. YES NO

8. YES NO

9. YES NO

10. YES NO

11. YES NO

12. YES NO

13. YES NO

14. YES NO

15. YES NO

16. YES NO

17. YES NO

18. YES NO

19. YES NO

20. YES NO

21. YES NO

22. YES NO

23. YES NO

24. YES NO

25. YES NO

26. YES NO

27. YES NO

28. YES NO

29. YES NO

30. YES NO

31. YES NO

32. YES NO

33. YES NO

34. YES NO

35. YES NO

 ___ of ___

SENT BY (SIGNATURE)

 

PRINTED NAME

TITLE 
General Procedures: User Fees

Federal, State, and County Guidance for Collecting and Remitting the USDA Administrative Fee Without PCIT

03/2020-29 Export Program Manual 3-7-21

Certificates Issued Worksheet Instructions

Block 1 - Enter the State or County name and address.

Block 2 - Enter the Export Certification Specialist (ECS) that is responsible for 

your duty station. The address listed in this block will be used to remit the 

worksheet to an ECS for verification.

Block 3 - Enter the date the export certificate was issued.

Block 4 - Enter the name of the applicant. In many cases, the applicant and 

exporter are the same. Enter the name of the person who actually paid for the 

certificate, not necessarily the exporter listed on the certificate.

Block 5 - Enter the export certificate number.

Block 6 - Indicate if the export certificate was issued to replace a previously 

issued certificate due to an error by the certifying official.
General Procedures: User Fees

Federal, State, and County Guidance for Collecting and Remitting the USDA Administrative Fee Without PCIT

3-7-22 Export Program Manual 03/2020-29

Figure 3-7-2 Checks Collected Worksheet

Checks Collected Worksheet

 $FFRXQW;34343436&5738%/,&86'$  )URP

 7R 86'$$3+,6

32%R[

6W/RXLV02

 Date  Applicant/ Name  Remitter Name Check #

 Check

Amount





























































7RWDO 7RWDO

RECEIVED

(Return copy to sender in item 3 above)

$02817 5(&(,9(' %< (SIGNATURE)

'$7( 7,7/(

 6(17%<6,*1$785(

 35,17('1$0(

 7,7/(

 BBBRIBBB

 5(63216,%/((;3257&(57,),&$7,2163(&,$/,67(&6

0 $0.00
General Procedures: User Fees

Federal, State, and County Guidance for Collecting and Remitting the USDA Administrative Fee Without PCIT

03/2020-29 Export Program Manual 3-7-23

Checks Collected Worksheet Instructions

PPQ attempted to capture all the required information through the use of one 

worksheet instead of requiring State/County locations to fill out multiple 

documents each month. The worksheet contains all the information needed by 

PPQ to track and account for certificates issued and fees collected.

Block 1 - Prefilled - Account Number

Block 2 - Prefilled - Address to send original checks and worksheets

Block 3 - Fill in the address of the state/county location

Block 4 - Input the date the certificate was issued

Block 5 - Input the name of the applicant organization/government entity. In 

many cases, the applicant and exporter are the same. Enter the name of the 

person who actually paid for the certificate, not necessarily the exporter listed 

on the certificate.

Block 6 - Input the person that signed the check or money order

Block 7 - Input the check or money order number

Block 8 - Input the amount of the check collected

Block 9 - Signature of the person sending in the worksheet

Block 10 - Printed name of signer in block 9

Block 11 - Title of person

Block 12 - Name of responsible ECS

Block 13 - To be completed if the worksheet requires multiple pages

Received Block - To be completed by USDA

NOTICE

For States/Counties collecting individual checks covering all fees and remitting one 

check to the USDA monthly, complete only line 1 on the Checks Collected Worksheet
General Procedures: User Fees

Handling Refunds

3-7-24 Export Program Manual 03/2020-29

Handling Refunds

If an applicant requests a refund for funds in their PCIT account, arrange for a 

refund from Export Services.

Refer to the Refund Request Worksheet shown in Figure 3-7-3 when 

processing all refunds.

Once the refund has been completed, MFSB staff will notify ES that the PCIT 

Account can be decreased by the refund amount.

Email the worksheet to ppqexportservices@usda.gov requesting the refund.

NOTICE

Once an export certificate has been issued and the applicant decides not to export 

the commodity, the user fee is no longer refundable. Do not send any refund fee.
General Procedures: User Fees

Handling Refunds

03/2020-29 Export Program Manual 3-7-25

Figure 3-7-3 Refund Request Worksheet

 Refund Request Worksheet 

Email worksheet to: ppqexportservices@usda.gov

Accounting code: XPQPQ0024PQPSCRTPUBLICUSDA/0203 Date: 

Note: Please attach any documentation that supports the refund 

Company Information 

Company or individual name: 

PCIT Org ID number: Phone number: 

Contact person: Contact email: 

Address: 

Reason for refund: 

3D\PHQWW\SHXVHGWRIXQG3&,7

()XOO\ FRPSOHWHWKHDSSURSULDWHSD\PHQWW\SHEHORZ:RUNVKHHWVZLWKPLVVLQJLQIRUPDWLRQZLOOEHUHWXUQHG)

 Physical check *$YDLODEOHRQO\ZKHQ$&+RUFUHGLWFDUGUHIXQGVDUHSRVVLEOH$FXUUHQW,56)RUP:PXVWEHVXEPLWWHGZLWKWKHUHIXQGUHTXHVW

Financial institution name:

Financial institution routing number (RTN):

Tax Identification Number (TIN):

Depositor account title:

Depositor account number:

Refund amount:

Accounting code: ;PQPQ0024PQPSCRTPUBLICUSDA/0203

Check number:

 Electronic check (ACH) *$FXUUHQW,56)RUP:PXVWEHVXEPLWWHGZLWKWKHUHIXQGUHTXHVW

Financial institution name:

Financial institution routing number (RTN):

Tax Identification Number (TIN):

Depositor account title:

Depositor account number:

Refund amount:

Pay.gov Tracking ID:

3. Credit card †

Name on card:

Amount of original charges: Amount of refund: 

Agency tracking ID: Pay.gov tracking ID: 

Transaction date:

*Allow 4-6 weeks for processing, † Allow 3-5 business days for processing

Privacy Act Statement: Collection of this information is authorized by 31 U.S.C. 3332(g), 3325(d), and 7701(c). The

information will be used by the Government to make payments by electronic funds to a vendor. This information may

also be used for income reporting and for collecting and reporting any delinquent amounts arising out of a vendor’s

relationship with the Government. Disclosure of the information by the vendor is mandatory. Failure to provide the

requested information may result in the delay or withholding of payments to the vendor.

$Q,56)RUP:ZLWKLQVWUXFWLRQVPD\EHIRXQGRQWKH,56JRYZHEVLWHRUKWWSVZZZLUVJRYSXELUVSGIIZSGI
General Procedures: User Fees

Managing Records

3-7-26 Export Program Manual 03/2020-29

Managing Records

To maintain the credibility of the PPQ export program, an accountability 

system was established to deter forgeries and to control public misuse of export 

certificates.

ACOs must maintain an audit trail because the PPQ export program is one in 

which money is collected and handled directly.

Monthly Reports

PCIT Work Unit

No further action is required since PCIT generates reports of all certificates 

processed within PCIT.

Non-PCIT Work Unit

Work units must count and compile all PPQ Forms 577, 578, and 579 

successfully issued along with all export certificates replaced due to ACO error 

(no fee charged). The SPHD or designee must compile all State and county 

export certificate records and record that information into Work 

Accomplishment Data system (WAD) by the eighth day of the following 

month.

Regional Office

Regional offices are capable of generating any report needed from PCIT. The 

regional office will combine the information from PCIT along with the data 

from the non-PCIT work units WAD entries.

Annual Maintenance

Collect and maintain records and files as follows.

1. Keep a copy of the PCIT APHIS 94 used to send user fee money for export 

certificates.

2. File the PCIT APHIS 94 and associated check/money order copies for 3 

years. After 3 years, destroy the records according to your duty station’s 

policy for disposal of sensitive documents.

NOTICE

A report equivalent to PPQ Form 575 is available in PCIT and is generated at the 

regional level for PPQ offices.

EXAMPLE At the end of fiscal year 2019, you should have the records for fiscal 

years 2016, 2017, and 2018 in storage on site. Destroy all records 

for fiscal year 2016 according to your duty station’s policy for 

disposal of sensitive documents.
General Procedures: User Fees

Managing Records

03/2020-29 Export Program Manual 3-7-27

For further reference, please refer to Recordkeeping on page 2-1-15.

User Fee Section

USDA–APHIS–FMD, User Fee Section summarizes the information received 

from the regions and provides ES with an annual summary of export 

certification activities.
General Procedures: User Fees

Managing Records

3-7-28 Export Program Manual 03/2020-29
03/2010-01 Export Program Manual 4-1-1

Chapter

4 Special Procedures

Commodity • Lumber

Contents

Introduction 4-1-1

Inspection of Containerized Lumber 4-1-1

Introduction

These special procedures cover inspecting lumber. The procedures are an 

acceptable basis for certification and should be adopted as a standard by all 

PPQ work locations. These special procedures supplement the general 

inspection guidelines detailed under Verifying Import Requirements on page 

3-4-1.

Inspection of Containerized Lumber

The preferred method of certifying lumber for export is to inspect the lumber 

before it is containerized. The fact that the lumber is tightly and neatly packed 

in containers does not negate the inspection function.

Authorized Certification Officials (ACOs) are not to accept as the basis for 

certifying containerized lumber, an applicant’s affidavit or industry 

certification stating the condition of the lumber. For all shipments of 

containerized lumber offered for export, ACOs must officially verify that the 

lumber is free from bark and that the applicant met one of the criteria for 

lumber.

If a shipment of containerized lumber is not in compliance with the 

phytosanitary import requirements of the importing country, provide the reason 

why certification was denied to the ACO located nearest the originating 

lumber mill. That ACO is responsible for visiting the lumber mill to correct 

practices that resulted in the certification denial.

The standardized inspection procedures for certifying containerized lumber are 

as follows:

Concentrate on examining the exposed edges and butt ends of the lumber

If there is evidence of bark or rounded surface tissue when certifying the 

lumber under the square-edged criteria, refuse to certify
Special Procedures: Commodity • Lumber

Inspection of Containerized Lumber

4-1-2 Export Program Manual 03/2010-01

If the readings are between 15 and 20% when determining the moisture 

content of containerized lumber, apply the moisture meter prongs to the 

butt ends of the boards and take additional readings on the boards parallel 

to the grain

Inspect the containerized lumber as thoroughly as possible without 

removing any bundles of lumber from the container

Use a flashlight to help examine the lumber
03/2014-18 Export Program Manual 4-2-1

Chapter

4 Special Procedures

Commodity • Cotton

Contents

Introduction 4-2-1

Issuing a PPQ Form 577 for Baled Compressed Cotton 4-2-1

National Cotton Compliance Agreement 4-2-3

Introduction

PPQ has updated the nationwide template for establishing compliance 

agreements with the cotton industry. Do not change or modify the revised 

version of the template listed in this section. A fillable National Cotton 

Compliance Agreement is available. Authorized Certification Officials 

(ACOs) should contact Mike Ward, Senior Accreditation Programs Manager, 

through the communication protocol listed in Appendix A on page A-1-1, if 

they have questions or concerns regarding the national compliance agreement 

for the cotton industry.

Issuing a PPQ Form 577 for Baled Compressed Cotton

Cotton warehouses may be under a compliance agreement to conduct the 

phytosanitary inspection necessary to issue a PPQ Form 577. Below are 

general guidelines on how to certify baled compressed cotton when the 

inspection is conducted by a warehouse under compliance.

1. Receive and review PPQ 572 from exporter or designated agent. The PPQ 

572 must have the name and address of the warehouse that conducted the 

inspection, inspection results, and the date of the inspection.

2. Verify the warehouses listed on the PPQ 572 are currently listed on the 

cotton compliance agreement database. If not in the database, contact your 

Export Certification Specialist (ECS).

3. Verify the number of inspected bales equals the number of inspected bales 

to be placed on the PPQ Form 577.

4. Issue the PPQ Form 577.

5. PCIT users are not required to maintain physical copies as long as the 

document is attached in PCIT. Retain all paper copies from compliant 

warehouses with the multipart paper file copy of PPQ Form 577.
Special Procedures: Commodity • Cotton

Issuing a PPQ Form 577 for Baled Compressed Cotton

4-2-2 Export Program Manual 03/2014-18

Figure 4-2-1 PPQ Form 519, Compliance Agreement

According to the Paperwork Reduction Act of 1995, an agency may not conduct or sponsor, and a person is not required to respond to, a collection of information 

unless it displays a valid OMB control number. The valid OMB control numbers for this information collection are 0579-0054, 0088, 0129, 0198, 0257, 0310, 0317, 

0322, 0337, 0346, 0363, and 0369. The time required to complete this information collection is estimated to average 1.25 hours per response, including the time

for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information.

20%$33529('









81,7('67$7(6'(3$570(172)$*5,&8/785(

$1,0$/$1'3/$17+($/7+,163(&7,216(59,&(

3/$173527(&7,21$1'48$5$17,1(

&203/,$1&($*5((0(17

1$0($1'0$,/,1*$''5(662)3(562125),50 /2&$7,21

5(*8/$7('$57,&/(6

$33/,&$%/()('(5$/48$5$17,1(6255(*8/$7,216

,:($*5((727+()2//2:,1*

6,*1$785( 7,7/( '$7(6,*1('

7KHDIIL[LQJRIWKHVLJQDWXUHVEHORZZLOOYDOLGDWHWKLVDJUHHPHQWZKLFKVKDOOUHPDLQLQ

HIIHFWXQWLOFDQFHOHGEXWPD\EHUHYLVHGDVQHFHVVDU\RUUHYRNHGIRUQRQFRPSOLDQFH

$*5((0(17180%(5

'$7(2)$*5((0(17

334&%32)),&,$/1$0($1'7,7/( $''5(66

6,*1$785(

86*29(510(1767$7($*(1&<2)),&,$/1$0($1'7,7/( $''5(66

6,*1$785(

334)250 3UHYLRXVHGLWLRQVEHIRUHDUHREVROHWH

6(3

Densely Packed Baled Cotton

7 CFR 353

(See National Cotton Compliance Agreement on pages 2-5)

This agreement expires one year from the signing date of issuance in block 10. Edits or changes to the original form of this document are

prohibited.
Special Procedures: Commodity • Cotton

National Cotton Compliance Agreement

03/2014-18 Export Program Manual 4-2-3

National Cotton Compliance Agreement

UNITED STATES DEPARTMENT OF AGRICULTURE

ANIMAL AND PLANT HEALTH INSPECTION SERVICE

PLANT PROTECTION AND QUARANTINE PROGRAMS

NATIONAL COTTON COMPLIANCE AGREEMENT STIPULATIONS

In authorizing and participating in the treatment of uniform densely packed 

baled cotton1 as a basis for the certification of regulated articles, no liability 

shall be attached either to the United States Department of Agriculture, to 

cooperating agencies, or to any of their employees.

The participant will handle, process, and move regulated articles in accordance 

with instructions. The participant will maintain and offer for inspection such 

records as may be required. The participant will carry out all additional 

conditions, treatments, procedures, precautions, and sanitary measures which 

may be required by the Authorized Certification Official (ACO):

1. The participant will load for export only densely packed cotton bales 

requiring phytosanitary certification.

2. The participant will visually inspect each shipment using the attached 

hypergeometric sampling chart (refer to Table 4-2-1) to ascertain that the 

bales are free from living insects, cottonseed, soil, plant material, or other 

contaminants. To verify through random sampling that the bales are 

densely packed. The integrity of the bale wrapping must be maintained to 

prevent contamination of the cotton with soil, grease, etc.

3. The participant will load only cotton that must be stored and must be 

entered into the inventory of warehouse(s) party to this agreement.

4. The participant will load only clearly marked bales that have been kept 

segregated from uncompressed cotton into clean containers, box cars, or 

other equipment. Marking must include, but is not limited to the 

Permanent Bale Identification (PBI) tag.

5. Containers, box cars, or other equipment with less than a full load of 

compliant warehouse origin cotton must be reinspected at a port of export 

by Federal, State, or county ACOs if commingled with non-compliant 

cotton.

6. Cotton inspected at the compliant facility may only be offloaded into 

another container, box cars, or other equipment with prior approval from 

1 Densely packed baled cotton is defined as a minimum compression rate of 22 pounds of lint per cubic 

foot (352.4 kg of lint per cubic meter).
Special Procedures: Commodity • Cotton

National Cotton Compliance Agreement

4-2-4 Export Program Manual 03/2014-18

Federal, State, or county ACOs. Offloading without prior approval will 

invalidate the previous inspection.

7. The participant will maintain files of shipping documents showing the 

number of bales, marks, weight and origin by State of each bale, signed and 

completed PPQ Form 572 and the signature of the manager or their 

authorized agent. Such files will be made available for inspection upon 

request by Federal, State, or county ACOs. PCIT users are not required to 

maintain physical copies as long as the document is attached in PCIT. Files 

of each shipment must be maintained for three years even if participant is 

no longer active in the program.

8. The participant will, after completion of the inspection and loading, send 

the signed PPQ Form 572, Application for Inspection and Certification of 

Domestic Plants and Plant Products for Export, to the applicant requesting 

the inspection. The applicant shall contact Federal, State, or county ACOs 

by submitting the completed and signed PPQ Form 572 for each shipment.

9. Federal, State, or county ACOs reserve the right to periodically inspect 

operations, facilities and individual shipments of cotton shipped under this 

agreement. Such inspections may occur without prior notice to the 

warehouse official, but shall occur during normal duty hours.

10. Compliance agreements are non-transferable. If the participant leaves his/

her present employer or company, the compliant warehouse must notify 

the local Federal, State or county ACOs within fourteen (14) days of the 

occurrence in writing.

11. With the signature below, the participant undertakes the responsibility for 

compliance for all conditions in the compliance agreement, and for all 

persons the participant directly supervises who may be involved with the 

inspection of the densely packed baled cotton.

12. The person who undertakes the responsibility for the compliance of the 

warehouse will maintain a list of all trained personnel who have the 

authority under this agreement to inspect and sign the inspection report. A 

current and updated list of signatures will be kept on file with Federal, 

State, or county ACOs.

13. Training and review of the conditions of this agreement will be conducted 

annually or as conditions warrant. Such training and reviews will be 

provided by Federal, State, or county ACOs to individuals who sign as a 

participant to this agreement.

14. The USDA reserves the right to modify the conditions of this agreement in 

order to meet any changes in phytosanitary import requirements of a 

foreign country(s). USDA will contact Federal, State, or county ACOs with 

the new importation requirements.

15. Verification of a facility and individual’s participation in the National 

Cotton Compliance Agreement Program is required prior to issuance of a 
Special Procedures: Commodity • Cotton

National Cotton Compliance Agreement

03/2014-18 Export Program Manual 4-2-5

PPQ Form 577 for which a completed and signed PPQ Form 572 has been 

received. Federal, State, or county ACOs must verify the signature on the 

PPQ Form 572 with the signature on file.

16. This compliance agreement may be canceled for repeated violations of the 

conditions of this agreement. Notification of each violation, major and 

minor, shall be communicated to the facility and responsible individual(s) 

by local Federal, State, or county ACOs in writing. All violations must be 

corrected within fourteen (14) business days. Facilities receiving three (3) 

major or five (5) or more minor violations in a twelve (12) month period 

shall have their compliance agreement canceled. Such cancellation shall be 

made in writing and with thirty (30) business days prior notice.

Major violations include but are not limited to:

A. Certifying for export cotton other than densely packed bales

B. Receipt of notification of non-compliance from a foreign country, for 

which a violation is confirmed

C. Unauthorized signature on PPQ Form 572

D. PPQ Form 572 signed at non-compliant facility or by an unauthorized 

person at a compliant facility

E. Absence of marking(s) (must include, but is not limited to the 

Permanent Bale Identification (PBI) identifier)

F. Failure of a facility to timely notify Federal, State, or county ACOs of 

changes in personnel who sign as party to this agreement within 

fourteen (14) business days

Minor violations include but are not limited to:

A. Absence of or errors in marks as described on a PPQ Form 577

B. Any loss of the integrity of the bale wrapping that leads to the 

contamination of the cotton with soil, grease, etc.

C. Incomplete or inaccurate PPQ Form 572 signed by authorized 

individuals party to this agreement

17. Affected facilities may reapply for participation in the National Cotton 

Compliance Agreement Program after a six (6) month waiting period and 

successful completion of official USDA training program.
Special Procedures: Commodity • Cotton

National Cotton Compliance Agreement

4-2-6 Export Program Manual 03/2014-18

Table 4-2-1 Hypergeometric Table for Random Sampling

Total number of inspectional units: Randomly select this number of units to inspect:

1-10 Inspect all units

11-12 11

13 12

14-15 13

16-17 14

18-19 15

20-22 16

23-25 17

26-28 18

29-32 19

33-38 20

39-44 21

45-53 22

54-65 23

66-82 24

83-108 25

109-157 26

158-271 27

272-885 28

886-200,000 29
4/2023-33 Export Program Manual 4-3-1

Chapter

4 Special Procedures

Commodity • Grain (Federal Grain Inspection 

Service (FGIS))

Contents

Introduction 4-3-1

FGIS Official Agencies 4-3-1

FGIS Inspections 4-3-2

Species that FGIS Can Inspect 4-3-4

FGIS Documentation 4-3-4

FGIS Treatments 4-3-5

Determining Eligibility For Certification 4-3-5

Completion of PPQ Forms 577 or 579 for Grain Products 4-3-6

Other FGIS Documents 4-3-8

Memorandum of Understanding (MOU) 4-3-9

Introduction

The purpose of this section is to provide clarification on certain aspects of 

inspections conducted by USDA’s Federal Grain Inspection Service (FGIS) is 

a program area within the Agricultural Marketing Service (AMS) (formerly the 

Grain Inspection, Packers, and Stockyards Administration (GIPSA).

Under the U.S. Grain Standards Act and the Agricultural Marketing Act of 

1946, AMS conducts official sampling and inspections of grain offered for 

export. The Animal and Plant Health Inspection Service (APHIS) and FGIS 

have entered into a Memorandum of Understanding (MOU) on page 4-3-9 that 

sets forth the policies and procedures by which AMS and APHIS will 

collaborate on the issuance of phytosanitary certificates. PPQ Forms 577 and 

579 can be issued based upon AMS inspection results, which will be reported 

on FGIS Form 921-2, Inspection Report–Insects in Grain on page F-1-11.

FGIS Official Agencies

In addition to FGIS inspectors, FGIS has designated private and State agencies

to perform official inspection services at domestic location and delegated some 

State agencies to perform official inspection services at export port locations.

NOTICE

FGIS Form 921-2 must be presented to the certifying office before issuing PPQ 

Form 577 or 579. The only exception to this policy is when an ACO performs the 

official inspection.
Special Procedures: Commodity • Grain (Federal Grain Inspection Service (FGIS))

FGIS Inspections

4-3-2 Export Program Manual 4/2023-33

FGIS Inspections

FGIS inspections, generally, only involve the detection of live weevils and 

other live insects injurious to stored grain.

FGIS issues a number of different documents. However, some of these 

documents do not indicate the presence of live pests when found. The only 

FGIS document that will always indicate whether insects were found in a 

consignment is the FGIS Form 921-2, Inspection Report–Insects in Grain on 

page F-1-11. In order to ensure that the issuance of a PPQ Form 577 or 579 is 

based on the appropriate FGIS document, ES worked with the FGIS and the 

grain industry to develop a standard operating procedure (SOP) for using FGIS 

documents as the basis of phytosanitary certification.

The issuance of PPQ Form 577 or 579 for grain will be based on FGIS 

inspection results recorded on FGIS 921-2. An original or photocopy of the 

FGIS Form 921-2 is acceptable and must be kept on file with the Issuing Office 

copy of the PPQ Form 577 or 579. It is the applicant’s responsibility to request 

an FGIS Form 921-2 from FGIS. Refer to Appendix F on page F-1-1 for an 

example of FGIS Form 921-2, Inspection Report–Insects in Grain on page 

F-1-11.

This form must be presented regardless of whether any other type of FGIS 

document was obtained for the consignment. If an FGIS Form 921-2 is not 

presented, a PPQ Form 577 or 579 cannot be issued without inspection by an 

ACO. If the Phytosanitary Export Database (PExD) states an FGIS document, 

other than an FGIS Form 921-2, is required to issue a PPQ Form 577 or 579, 

the FGIS Form 921-2 must still be presented.

When an importing country requires a consignment to be free of plant debris, 

soil, weed seeds, etc., note the following information:

The applicant is responsible for requesting that FGIS inspect for plant 

debris, soil, weed seeds, etc., as part of their official inspection activities 

since FGIS, generally, only inspects for insects for phytosanitary 

inspection purposes

When there are specific requirements for specific quarantine items in 

grain that must be attested to in an AD, were communicated through 

official communication, or provided in a specific grain commodity 

summary, ACOs must verify that the FGIS Form 921-2 indicates a 

negative result for the specified quarantine items before a PPQ Form 577 

or 579 can be issued.

EXAMPLE Argentina currently requires the following additional declaration (AD) 

for wheat grain: The shipment is free of Cirsium arvense.
Special Procedures: Commodity • Grain (Federal Grain Inspection Service (FGIS))

FGIS Inspections

4/2023-33 Export Program Manual 4-3-3

In this case, the applicant must request that FGIS conduct an inspection for 

Cirsium arvense (Canadian thistle). FGIS inspectors follow special procedures 

when they must inspect for the presence of Cirsium arvense in wheat 

shipments. ACOs must review the FGIS Form 921-2 issued for the 

consignment to ensure it states that the consignment was found free of Cirsium 

arvense. FGIS may use the common name rather than the botanical name.

FGIS routinely inspects grain samples for the presence of the following weed 

seeds:

Castor beans (Ricinus communis)

Cottonseed in wheat grain to Egypt

Crotalaria seeds (Fabaceae)

Ragweed seeds (Ambrosia) for soybean shipments to Russia

The U.S. Grain Standards Act stipulates that all export “grain” consignments 

be inspected and weighed by FGIS. FGIS defines “grain” to mean: corn, 

wheat, soybeans, canola, flaxseed, sunflower seed, triticale, oats, barley, rye, 

sorghum and mixed grain. Certain exceptions to mandatory inspections are 

made for overland export “grain” consignments to Mexico and Canada and 

when total export volume from a specific facility is less than 15,000 tons 

annually.

FGIS has also established regulations governing the inspection of rice, peas, 

lentils, chickpeas, beans and a number of processed commodities. Official 

inspections of export consignments of these commodities are not mandatory 

under FGIS regulations.

When FGIS inspection is not mandatory, applicants can still request that FGIS 

conduct an inspection of a grain consignment and issue an FGIS Form 921-2 

for phytosanitary purposes. Regardless of the situation, export consignments 

must be officially inspected by FGIS or an ACO in order to obtain a 

phytosanitary certificate.

NOTICE

If FGIS cannot inspect for a particular weed seed, the applicant must make arrangements for FGIS to draw an official sample for analysis by an approved laboratory.
Special Procedures: Commodity • Grain (Federal Grain Inspection Service (FGIS))

FGIS Documentation

4-3-4 Export Program Manual 4/2023-33

Species that FGIS Can Inspect

FGIS is authorized to provide phytosanitary inspections for the commodities 

(milled or not) listed in Table 4-3-1.

A listing of FGIS service providers is available on the FGIS website.

FGIS Documentation

FGIS official personnel will record on FGIS Form 921-2, Inspection Report–

Insects in Grain on page F-1-11 information about detections of live insects, 

larvae and other pests. The FGIS Form 921-2 should be reviewed for the 

presence of quarantine insects or to determine if the shipment is deemed 

“infested” under FGIS criteria. Should either situation occur, the shipment 

must be fumigated according to official procedures before it can be certified.

The remarks section of the FGIS Form 921-2 should also be examined for and 

action taken to address other phytosanitary concerns that may have also been 

detected during the official inspection of the shipment.

Table 4-3-1 Species that FGIS Can Inspect

Botanical Name Common Name Botanical Name Common Name

Avena byzantina oat Pisum sativum pea

Avena sativa oat Secale cereale rye

Brassica napus canola Sorghum bicolor sorghum

Glycine max soybean Triticosecale spp. triticale

Gossypium sp. cotton Triticum aestivum wheat

Helianthus annuus sunflower Triticum compactum wheat

Hordeum vulgare barley Triticum durum wheat

Lens culinaris lentil Triticum turgidum 

subsp. turanicum

wheat

Linum usitatissimum flax Various millet

Oryza sativa rice Vigna radiata mung bean

Phaseolus spp. bean Zea mays corn

NOTICE

“Beans” includes any commodity designated by FGIS on an FGIS 921-2. The applicant is responsible for contacting FGIS to confirm that FGIS can inspect for a specific type of bean or commodity derived from “beans.”

NOTICE

The commodity must be produced solely from grain (only the seeds of a plant) and 

one of the acceptable species (including beans) for FGIS to conduct the inspections.
Special Procedures: Commodity • Grain (Federal Grain Inspection Service (FGIS))

FGIS Treatments

4/2023-33 Export Program Manual 4-3-5

FGIS Treatments

Phytosanitary treatments listed on the FGIS Form 921-2, Inspection Report–

Insects in Grain on page F-1-11 may be included on an export certificate. 

Under the APHIS–GIPSA MOU, FGIS personnel or official personnel of 

agencies designated or delegated by FGIS to perform official services can 

witness fumigation of grain and processed products for phytosanitary 

purposes.

Determining Eligibility For Certification

ACOs can determine their phytosanitary actions by using Table 4-3-2 for all 

grain inspected by FGIS.

NOTICE

FGIS will witness fumigation of vessels, but does not require official personnel to 

witness fumigation of railcars or containers. In the latter cases, the fumigator will provide a document with fumigation details.

Table 4-3-2 Determine Action to Take on Grain Inspected by FGIS

If FGIS found: And: And the pest is: And the consignment: Then:

No insects REFER to Table 4-3-3

Live insects Fumigation was 

noted on FGIS 

Form 921-2

Fumigation was 

not noted on 

FGIS Form 921-2

Regulated Was treated

Was not treated REFUSE to issue PPQ 

Form 577 or 579

Nonregulated and designated as “infested” on the 

FGIS Form 921-2

Was treated REFER to Table 4-3-3

Was not treated REFUSE to issue PPQ 

Form 577 or 579

Nonregulated and not

designated as “infested” 

on the FGIS Form 921-2

REFER to Table 4-3-3

Table 4-3-3 Determine Whether to Issue PPQ Form 577 or 579

If the consignment: Then:

Meets all the country’s phytosanitary requirements ISSUE PPQ Form 577 or 579

Does not meet all the country’s phytosanitary requirements REFUSE to issue PPQ Form 577 or 579
Special Procedures: Commodity • Grain (Federal Grain Inspection Service (FGIS))

Completion of PPQ Forms 577 or 579 for Grain Products

4-3-6 Export Program Manual 4/2023-33

Completion of PPQ Forms 577 or 579 for Grain Products

FGIS has the authority to provide phytosanitary inspections of grain and 

processed grain products. In addition to inspecting grain (milled or not), FGIS 

is authorized to provide phytosanitary inspections for the grain products listed 

in Table 4-3-4.

The commodity must be produced solely from grain (only the seeds of a plant) 

and one of the acceptable species (including beans) in order for FGIS to 

conduct the inspections.

Do not list or refer to any of the following:

Grades

Intended uses

Other commercial terms

Sizes

Trade names

NOTICE

Never identify a commodity to a level below the species classification (e.g., variety, 

cultivar) unless listed and required as such in an export summary.
Special Procedures: Commodity • Grain (Federal Grain Inspection Service (FGIS))

Completion of PPQ Forms 577 or 579 for Grain Products

4/2023-33 Export Program Manual 4-3-7

Table 4-3-4 Completion of PPQ Forms 577 or 579 for Grain Products

If the block is: Then follow these instructions to complete PPQ Form 577 or 579:

9. NAME OF PRODUCE 

AND QUANTITY 

DECLARED

ENTER the common name of the commodity then the following as appropriate (e.g., “oat 

bran”)

 (bran)

 (brewers dried grains)

 (cakes)

 (cubes)

 (distillers dried grains)

 (dried)

 (ground)

 (feed)

 (flakes)

 (flour)

 (gluten feed)

 (gluten meal)

 (gluten pellets)

 (grits)

 (groats)

 (malted grain)

 (meal)

 (middling)

 (middling pellets)

 (pellets)

 (rolled)

10.BOTANICAL NAME 

OF PLANTS

ENTER only the botanical name of the commodities eligible for FGIS inspection:

Avena sativa, Avena byzantina, Brassica napus, Glycine max, Helianthus annuus, Hordeum vulgare, Lens culinaris, Linum usitatissimum, Oryza sativa, Phaseolus spp.

1 Pisum 

sativum, Secale cereale, Sorghum bicolor, Triticosecale spp., Triticum aestivum, Triticum 

compactum, Triticum durum, Vigna radiata, and Zea mays

1 Beans include any commodity designated as “bean” by FGIS on an FGIS From 921-2.
Special Procedures: Commodity • Grain (Federal Grain Inspection Service (FGIS))

Other FGIS Documents

4-3-8 Export Program Manual 4/2023-33

Other FGIS Documents

There are isolated cases when, in addition to the FGIS Form 921-2, Inspection 

Report–Insects in Grain on page F-1-11, an FGIS certificate is required. PExD 

will state when other FGIS certificates are required. The FGIS Form 921-2 is 

an inspection report, not a certificate.

If PExD states an FGIS certificate is required, refer to Table 4-3-5 to determine 

if the FGIS certificate presented is acceptable.

NOTICE

Except for FGIS certificates issued for beans and rice, FGIS certificates issued for 

official inspections of exports will show the FGIS seal in the center of the certificate. 

The seal indicates the grain was officially sampled and inspected by FGIS or an official agency working under GIPSA authority.

Table 4-3-5 Determine Whether to Use the FGIS Certificate to Issue a PPQ Form 577 or 579

If the sample and inspection 

was:

Then the FGIS certificate will be:

“Official” WHITE and can be used as the basis for issuing PPQ Form 577 or 579

“Submitted” (not officially sampled) PINK and cannot be used as the basis for issuing PPQ Form 577 or 579

A “warehouse sample” (not officially sampled)YELLOW and cannot be used as the basis for issuing PPQ Form 577 or 579

NOTICE

Official Grain Inspection Certificates, Official Sample - Lot Inspection, provided by 

official agencies of FGIS differ from those provided by FGIS. However, an FGIS seal 

must be visible in the center of the certificate.
Special Procedures: Commodity • Grain (Federal Grain Inspection Service (FGIS))

Other FGIS Documents

4/2023-33 Export Program Manual 4-3-9

Memorandum of Understanding (MOU)

Between the

Grain Inspection, Packers and Stockyards Administration (GIPSA)

and the

Animal and Plant Health Inspection Service (APHIS)

Plant Protection and Quarantine (PPQ)

Article I - Purpose

The Grain Inspection Packers and Stockyards Administration (GIPSA) and the Animal and Plant 

Health Inspection Service (APHIS) have certain related objectives in the discharge of their 

responsibilities associated with export shipments of U.S. grain and related products from U.S. and 

Canadian ports. This document revises an Agreement dated November 05, 1981 between the Federal 

Grain Inspection Service (FGIS), which is now part of GIPSA, and APHIS–Plant Protection and 

Quarantine (PPQ). The original agreement was intended to improve GIPSA/APHIS collaboration, 

and in turn, the efficiency of phytosanitary certification of U.S. grain exports. This document updates 

the original agreement by providing updated procedures and responsibilities for the phytosanitary 

inspection and certification of export grain and related products.

Article II - Background

The United States is a signatory to the International Plant Protection Convention (IPPC) of the Food 

and Agriculture Organization (FAO). The IPPC develops and adopts International Standards for 

Phytosanitary Measures (ISPMs) by which an importing country may require a phytosanitary 

certificate for certain agricultural products. Under the IPPC, the National Plant Protection 

Organization (NPPO) of the exporting country is responsible for establishing and maintaining a 

national export certification system to produce valid and credible phytosanitary certificates.

APHIS–PPQ is delegated responsibility under Section 108 of the United States Department of 

Agriculture’s Plant Protection Act (PPA) of 2000 to inspect plants and plant products offered for 

export and to certify to the NPPO of the importing country that such products are free of plant pests in 

accordance with its phytosanitary requirements.

GIPSA provides quality inspections of grains, rice, pulses, legumes, and related products and 

processed by-products under the U.S. Grain Standards Act (USGSA) and Agricultural Marketing Act 

(AMA), and in doing so, provides APHIS with the pest status of consignments. APHIS uses this 

information to issue a phytosanitary certificates for these commodities.

(The term grain shall mean all products for which GIPSA is responsible for under the USGSA and 

AMA.) GIPSA carries out its inspection responsibilities through Federal and licensed non-Federal 

personnel. For the purposes of this document, the term GIPSA will be used to refer to GIPSA or its 

official inspection personnel.
Special Procedures: Commodity • Grain (Federal Grain Inspection Service (FGIS))

Other FGIS Documents

4-3-10 Export Program Manual 4/2023-33

Article III - Authorities

Title 7, Section 79(e)(1) (Inspection of Exports), of the USGSA, for official inspection personnel 

employed by the Secretary, or other persons under contract with the Secretary, to officially inspect at 

export port locations, all grain required or authorized to be inspected.

Section 418 (Certification for Exports), Public Law 106-224, of the PPA to inspect plants and plant 

products offered for export and to certify to the NPPO of the importing country that such products are 

free of plant pests in accordance with the phytosanitary requirements of foreign countries; and

Section 431(a) (Cooperation), Public Law 106-224, of the PPA to cooperate with other Federal 

agencies, the government of foreign countries, international organizations or associations, States and 

their political subdivisions, farmer's associations and similar organizations, and other persons to 

detect, eradicate, suppress, control, and prevent or retard the spread of plant pests and diseases.

Article IV - Mutual Responsibilities & Understanding

It is mutually understood and agreed to/that:

 A. APHIS–PPQ and GIPSA will maintain a working relationship with each other ensuring mutual 

cooperation and understanding in executing this MOU.

 B. GIPSA will charge a fee to the applicant for services related to phytosanitary inspection as 

warranted.

Article V - APHIS Responsibilities

 A. APHIS–PPQ will specify the specific grains GIPSA and their official service providers can 

inspect for phytosanitary purposes.

 B. PPQ will:

1. Provide technical pest identification training for at least two supervisors from each GIPSA 

location responsible for activities under this MOU.

2. Periodically monitor the accuracy of pest identification performed by GIPSA and official 

service providers; and,

3. Identify all live insects, larvae, and other pests which cannot be identified by GIPSA.

4. Provide vials, envelopes, etc., required for the submission of specimens.

 C. PPQ will be the primary contact point for applicants requesting phytosanitary certification and 

will provide all necessary information to enable applicants to obtain phytosanitary certification.

 D. PPQ will not, except under special circumstances (e.g., analysis for plant pathogens, etc.):

1. Inspect grain at elevators or on waterborne carriers; or

2. Request official sublot or composite samples of grain.
Special Procedures: Commodity • Grain (Federal Grain Inspection Service (FGIS))

Other FGIS Documents

4/2023-33 Export Program Manual 4-3-11

 E. PPQ may ask GIPSA to furnish official samples, copies of inspection logs, official grain 

inspection certificates, or other inspection information (Inspection Report - Insects in Grain, 

Form FGIS 921-2) for review and will:

1. Issue a Federal Phytosanitary Certificate; or

2. Inform GIPSA and the applicant or their agent of circumstances that prevent the issuance of 

a phytosanitary certificate.

PPQ will maintain the integrity of any official samples obtained from GIPSA and official service 

providers and return such samples as soon as possible.

Article VI - GIPSA and Official Service Provider Responsibilities

 A. General:

1. GIPSA personnel shall accept applications from applicants for phytosanitary inspections 

and perform the requested service. applicants must provide GIPSA with the importing 

country’s phytosanitary requirements.

2. GIPSA personnel shall, in accordance with prescribed GIPSA procedures, examine 

officially drawn samples for live insects, larvae, and other pests prohibited by the country of 

destination.

3. GIPSA personnel will record on Form FGIS 921-2, “Inspection Report - Insects in Grain”, 

pertinent information about any detection of adult insects, larvae, or other pests.

4. GIPSA personnel will notify APHIS–PPQ of live insects or other pests that cannot be 

accurately identified. Once APHIS–PPQ has been notified, the applicant shall arrange for 

transportation of the pests to APHIS–PPQ for identification. Official personnel shall secure 

and preserve the identity of any specimens sent to APHIS–PPQ.

5. Official personnel shall preserve the identity of these pests until such time as they are turned 

over to APHIS–PPQ. When submitting pests to APHIS–PPQ for identification, the 

specimens shall be identified by:

a. Name of applicant;

b. Mode of transportation and identification of carrier;

c. Kind of grain;

d. Date found;

e. Sublot number, if applicable

f. Quantity of grain represented by the sample, subsample, component sample, or sublot 

sample;

g. Hold number (s), if applicable; and

h. Country of destination.
Special Procedures: Commodity • Grain (Federal Grain Inspection Service (FGIS))

Other FGIS Documents

4-3-12 Export Program Manual 4/2023-33

6. Upon request of APHIS–PPQ, GIPSA personnel shall witness the fumigation of grain 

infested with insects that are prohibited by the country of destination, in accordance with 

established procedures in the GIPSA Fumigation Handbook.

7. Upon request of APHIS–PPQ, GIPSA personnel may re-inspect grain for infestation after 

fumigation, in accordance with the established GIPSA procedures.

8. Upon request of APHIS–PPQ, GIPSA personnel shall witness the fumigation of grain 

infested with insects prohibited by the country of destination. The fumigation procedures 

shall be identical to the procedures outlined in the GIPSA Fumigation Handbook. For 

purposes of phytosanitary certification, the fumigation procedure shall be witnessed even if 

the grain is not considered “Infested” under the United States Grain Standards Act, or 

designated as “Sample Grade” due to insect infestation for products inspected under the 

Agricultural Marketing Act.

9. When grain is infested with prohibited insects and the affected shiphold(s) cannot be 

fumigated because:

a. The ship does not meet the requirements for on-board fumigation as outlined in the 

GIPSA Fumigation Handbook, or

b. The receiving country will not accept grain which has been fumigated.

GIPSA personnel shall, upon request of APHIS–PPQ, witness the complete removal of 

the infested grain.

10. GIPSA personnel will issue FGIS 921-2 Form to reflect the phytosanitary condition of any 

lot infested with insects when the affected containerized shipment cannot be fumigated.

11. GIPSA personnel will report to APHIS–PPQ any incidence of live or dead Trogoderma 

granarium (khapra beetle).

12. Additional file samples for phytosanitary inspections are not required. Official file samples 

may be forwarded to APHIS–PPQ if needed. GIPSA personnel shall maintain a record of all 

official file samples furnished to APHIS–PPQ.

13. Upon completion of inspection, GIPSA personnel shall promptly provide the completed 

Form FGIS 921-2, “Inspection Report - Insects in Grain” for the shipment directly to the 

applicant for service, or mail, fax, or electronically submit a completed copy of the Form 

FGIS 921-2, “Inspection Report - Insects in Grain” to the APHIS–PPQ office that will issue 

the phytosanitary certificate. Upon request, a completed copy of Form FGIS 909 and/or 

Form FGIS 909-2, “Official Export Grain Inspection Certificate,” or Form FGIS 917, 

“Official Grain Inspection and Weighing Certificate,” or other approved official certificate 

shall also be submitted.

To expedite the issuance of a phytosanitary certificate by APHIS–PPQ, GIPSA personnel 

may telephone their findings to the APHIS–PPQ office that will issue the phytosanitary 

inspection certificate.
Special Procedures: Commodity • Grain (Federal Grain Inspection Service (FGIS))

Other FGIS Documents

4/2023-33 Export Program Manual 4-3-13

 B. Reporting procedures for U.S. grain in Canadian ports:

When a phytosanitary inspection is completed, regardless of whether it is performed in 

conjunction with an inspection for official grade, a completed copy of Form FGIS 921-2, 

“Inspection Report - Insects in Grain,” shall be promptly mailed, faxed, or electronically 

transmitted to the Duluth, Minnesota office of APHIS–PPQ.

Upon request, a completed copy of Form FGIS 909, “Official Export Grain Inspection 

Certificate,” and a completed copy of Form FGIS 916, “Official Certificate,” shall be promptly 

mailed, faxed, or electronically transmitted to:

USDA–APHIS–PPQ

515 West 1st. Street, Rm. 226

Duluth, MN 55802

Phone: 218-720-5282

Fax: 218-720-5281

Article VII - Application Procedures

 C. U.S. Grain in Canadian Ports: This section applies only to phytosanitary inspection services on 

U.S. grain shipped through Canadian ports including, but not limited to, Baie Comeau, 

Montreal, Port Cartier, Quebec City, Sorel, and Trois Rivieres.

Applicants requesting phytosanitary inspection services should check the “other closely related 

services” block on Form GIPSA 907, “Application for Inspection and Weighing Services” and 

write “phytosanitary.” applicants or their agents must apply for phytosanitary inspection 

services with the APHIS–PPQ field office at the following address:

USDA–APHIS–PPQ

515 West 1st. Street, Rm. 226

Duluth, MN 55802

Phone: 218-720-5282

Fax: 218-720-5281

 D. Export Grain at U.S. locations: Applicants requesting phytosanitary inspection services for 

grain shipped from export ports and other domestic locations in the United States shall apply 

with the appropriate APHIS–PPQ office or GIPSA.

Article VIII - Statement of No Financial Obligation

Signature of this MOU does not constitute a financial obligation on the part of APHIS or GIPSA. 

Each signatory party is to use and manage its own funds in carrying out the purpose of this MOU. 

Transfers of funds or items of value are not authorized under this MOU.
Special Procedures: Commodity • Grain (Federal Grain Inspection Service (FGIS))

Other FGIS Documents

4-3-14 Export Program Manual 4/2023-33

Article IX - Limitations of Commitment

This MOU and any continuation thereof shall be contingent upon the availability of funds 

appropriated by the Congress of the United States. It is understood and agreed that any monies 

allocated for purposes covered by this MOU shall be expended in accordance with its terms and the 

manner prescribed by the fiscal regulations and/or administrative policies of the party making the 

funds available. If fiscal resources are to transfer, a separate agreement must be developed by the 

parties.

Article X - Congressional Restriction

Under 41 USC 22, no member of or delegate to Congress shall be admitted to any share or part of the 

MOU or to any benefit to arise therefrom.

Article XI - Amendments

This MOU may be amended at any time by mutual agreement of the parties in writing.

Article XII - Termination

This MOU may be terminated by either party with sixty (60) days written notice to the other party.

Article XIII - Effective Date and Duration

This MOU will be in effect upon date of final signature and will continue for 5 years.
05/2014-19 Export Program Manual 4-4-1

Chapter

4 Special Procedures

Commodity • Seed

Contents

Sampling Seed 4-4-1

Equipment Needed to Sample Seed 4-4-1

Steps to Sample Seed 4-4-1

Safety Precautions for Sampling and Inspecting 4-4-6

Seed Shipments 4-4-6

Sampling Seed

Equipment Needed to Sample Seed

To collect the seed samples, ensure you have the equipment listed below:

Cartridge type dust mask (to avoid breathing pesticide if the seed is 

treated)

Cloth (something the length of the trier to empty subsamples onto)

Container (must hold at least a quart of seed)

Knife

Marking pen

Protective gloves (to prevent skin exposure when sampling dusted seed)

Tape (to close opened containers)

Trier

Steps to Sample Seed

Follow these steps to sample the seed:

Step 1: Determine sample size.

Refer to Table 4-4-1 as a guide.
Special Procedures: Commodity • Seed

Sampling Seed

4-4-2 Export Program Manual 05/2014-19

Step 2: Compute how many subsamples to draw.

Once you determine your sample size, you must then calculate how many 

subsamples to draw to ensure a representative sample.

To compute how many subsamples to draw, you need to determine how the 

seed is packaged:

2.A (seed in bags or other nonhermetically sealed packages):

If the seed is packaged in bags, refer to Table 4-4-3 to compute how many 

subsamples to draw. If the number of subsamples you draw does not provide 

enough seed for an adequate sample, draw the additional seed you need.

Table 4-4-1 Amount of Seed to Collect from Each Lot1

If the seed is in: And the seed is classified as: Then:

Bags or bulk Agricultural (refer to the list of agricultural 

seed in 7 CFR 361.1)

1. COLLECT 1 quart of seed

2. CONTINUE to Step 2

Vegetable (refer to the list of vegetable 

seed in 7 CFR 361.1)

1. COLLECT 1 pint of seed2

2. CONTINUE to Step 2

Other (not included in either of the above 

lists)

Small packets or hermetically sealed containers (5 

pounds or less)

1. COLLECT 1/4 pint of seed3

2. CONTINUE to Step 2

1 If two or more different agricultural or vegetable seeds are mixed in a bag or in bulk, treat as one lot for sampling purposes.

2 If the lot consists of 5 pounds or less, collect 1/4 pint of seed.

3 When the lot of seed to be sampled is comprised of seed in small containers or individual packets that cannot practically be 

sampled, submit enough of the entire unopened containers or packets to supply a sample that meets the minimum size requirements of the classification of that type of seed.

If the lot of seed itself is less than 1/4 pint, randomly inspect a minimum of 2% of the entire lot.

NOTICE

When sampling seed, return the excess seed to its original container after you have 

completed your sampling. Never mix seed from different lots before returning your 

samples. Be careful not to spill seed.

Table 4-4-2 Computing Number of Subsamples Based on Seed Packaging

If the seed is in: Then:

Bags or other nonhermetically sealed containers Compute subsample using 2.A and Table 4-4-3

Bulk Compute subsample using 2.B and Table 4-4-3
Special Procedures: Commodity • Seed

Sampling Seed

05/2014-19 Export Program Manual 4-4-3

Do not sample more than 30 bags per lot. If there are fewer than 5 bags in the 

lot, you must still draw 5 subsamples.

Refer to Step 3: Draw the subsample. on page 4-4-4.

2.B (bulk seed): If the seed is being shipped in bulk (unpackaged or loose), 

use this calculation and the preceding table to compute how many subsamples 

to draw.

a. Determine the weight of the lot.

b. Divide the weight of the lot by 100.

c. Take the result obtained by your division (consider this figure as the 

“equivalent number of bags”) and go back to the previous substep 

(2.A) to determine how many subsamples to draw. Refer to the 

example below.

d. Refer to Step 3.

Table 4-4-3 Determining How Many Subsamples to Draw from Seed in Bags

If the number of bags or 

packages in the shipment is:

Then draw this many subsamples to make your 

sample:

If the number of bags or 

packages in the shipment is:

Then draw this many subsamples to make your 

sample:

1 to 6 5 125 to 134 18

7 to 14 6 135 to 144 19

15 to 24 7 145 to 154 20

25 to 34 8 155 to 164 21

35 to 44 9 165 to 174 22

45 to 54 10 175 to 184 23

55 to 64 11 185 to 194 24

65 to 74 12 195 to 204 25

75 to 84 13 205 to 214 26

85 to 94 14 215 to 224 27

95 to 104 15 225 to 234 28

105 to 114 16 235 to 244 29

115 to 124 17 245 or more 30

EXAMPLE How many subsamples would you draw from a 2,000 lb. bulk shipment of oats?

Treat the shipment as a single lot:

1. The weight of the lot is 2,000 pounds.

2. 2,000 ÷ 100 = 20 (the equivalent number of bags).

3. Twenty falls between 15 and 24 on the matrix—which directs you to draw 

7 subsamples.
Special Procedures: Commodity • Seed

Sampling Seed

4-4-4 Export Program Manual 05/2014-19

Step 3: Draw the subsample.

1. Check the label or invoice to learn if the seed was treated. If the seed is 

brightly colored (blue, orange, or pink are common), assume it was treated 

regardless of what the label says.

2. Determine if the seed is coated, pelleted, or preplanted (anything that 

would make it impracticable to inspect the seed or tell what it is). Do not

certify pelletized or embedded seeds unless you can inspect the seeds 

before treatment and still meet the required time limits (an option would be 

to inspect the non-pelletized portion of the same lot of seed and issue an 

export certificate based on those results). This would not include seed that 

is merely dusted or coated with ingredients such as rhizobia, dyes, or 

pesticides. You can inspect treated seeds because the seeds are visible 

through the chemical substance.

3. Draw your subsamples randomly. If sampling a bulk shipment, draw your 

subsamples at equal intervals throughout the shipment.

4. If you’re sampling a single bag, do not make more than a single hole with 

the trier; merely move the trier in different directions to collect the seed.

5. Insert the trier (with the holes down and closed) into the seed. It is better to 

enter the bag near its top to prevent spillage. If the seed is too large, does 

not flow freely, or the trier cannot penetrate the container, sample by hand.

6. Rotate the inner sleeve of the trier to open the holes.

7. Lightly move the trier back and forth to get the seed into the trier.

8. Rotate the inner sleeve of the trier to close the holes.

9. Remove the trier from the bag or bulk seed.

10. Close the holes in the bag made by the trier. If a burlap or cloth bag, close 

the hole by moving the tip of the trier over the weave. If a paper bag, close 

the hole with a pressure-sensitive label or masking tape.

11. Combine the seed in a plastic bag or other container large enough to hold 

all the subsamples.

! CAUTION

If you know or believe the seed is treated, take these precautions:

• Avoid wiping your mouth or nose with your hands

• Use plastic gloves and a dust mask

• Wear eye protection

• Wear protective coveralls
Special Procedures: Commodity • Seed

Sampling Seed

05/2014-19 Export Program Manual 4-4-5

12. Mix the seed thoroughly to blend the subsamples. Collect enough seed to 

have a sufficient amount to analyze (computed in Step 1: Determine 

sample size. on page 4-4-1).

13. If the seed is treated, wipe off the trier and then wash your hands, face, and 

arms with soap and water.

After collecting the sample, refer to Step 4.

Step 4: Inspect the sample.

If the foreign country has no specific seed testing requirements, visually 

inspect the sample you have collected. Look for live pests, pathogens, plant 

debris, soil, weed seeds, etc. Inspect the entire sample.

When inspecting small lots of seed, pour seeds from packets onto white or dark 

colored paper (contrasting the color/type of seed). This technique is a common 

way to spot contaminants. Inspect one packet at a time so others aren’t 

contaminated and proper amounts are returned to packets.

Refer to Table 4-4-4 to determine the correct action to take. If the foreign 

country has specific seed testing requirements, refer to Step 5: Submit the 

sample. on page 4-4-5.

Step 5: Submit the sample.

If the foreign country has specific seed testing requirements, submit the seed 

sample to an accredited facility for testing. Refer to Seed Sampling and Testing

on page 2-1-10 for further information.

Table 4-4-4 Inspecting the Sample

If you find: And: Then:

No evidence of live pests, pathogens, plant debris, soil, weed 

seeds, etc.

ISSUE PPQ Form 577 or 5791

Evidence of live pests, pathogens, 

plant debris, soil, weed seeds, etc.2

A method of cleaning or treating the seed is 

available and acceptable to the applicant 

and the foreign country

1. OFFER the applicant the 

option to recondition the seed

2. REINSPECT the sample

No method of cleaning or treating the seed 

is available or acceptable to the applicant 

and the foreign country

1. REFUSE to issue PPQ Form 

577 or 579

2. EXIT this manual

1 Refer to Completing PPQ Forms 577 and 579 on page 3-5-1 for further information.

2 You may offer the applicant the option of getting contaminants and pests identified instead of proceeding directly to cleaning

or treating the seed. Refer to Table 3-4-6 on page 3-4-7 for further information.

NOTICE

Samples from commercial lots of seed may be extremely valuable. Return all samples to the applicant, being careful to note the lot numbers so that they may be 

returned to the original seed lot from which they were obtained.
Special Procedures: Commodity • Seed

Safety Precautions for Sampling and Inspecting

4-4-6 Export Program Manual 05/2014-19

Safety Precautions for Sampling and Inspecting

PPQ follows safety guidelines of the Emergency Preparedness and Response, 

Health and Safety Plan (HASP) located on the USDA–APHIS–PPQ website.

Seed Shipments

If possible, inspect seeds prior to treatment. Requirements for laboratory 

testing must be met prior to the seeds being treated except in the following 

cases:

Fungicide- or insecticide-treated corn seed (Zea mays) may be tested 

using ELISA technique to detect Stewart’s bacterial wilt (Pantoea 

stewartii) (=Erwinia stewartii)

Laboratory testing for Claviceps africana which must include a structural 

examination at 10x or greater magnification1

Pelletized and embedded seeds cannot be certified unless the inspection is 

conducted prior to treatment and time limits are met.

Seeds cannot be certified based only on the fact that the seeds have been 

treated and/or vacuum packed. Appropriate seed sampling and inspection must 

always be conducted.

1 Based on a 2004 review by the National Seed Health System, Seed Technical Working Group of the 

Pataky and Block paper (Plant Disease 88: 633-640).

! WARNING

Always follow Safety Precautions for Sampling and Inspecting on page 4-4-6.
10/2019-28 Export Program Manual 4-5-1

Chapter

4 Special Procedures

Commodity • Seed Potatoes

Contents

Introduction 4-5-2

State National Harmonization Program MOU Template 4-5-3

Article 1 - Purpose 4-5-3

Article 2 - Authority 4-5-3

Article 3 - Definitions 4-5-3

Article 4 - Uniform Requirements for Seed Certification 4-5-4

Article 5 - Cooperator Responsibilities 4-5-4

Article 6 - APHIS Responsibilities 4-5-5

Article 7 - Statement of No Financial Obligation 4-5-5

Article 8 - Security Guidelines 4-5-5

Article 9 - Limitation of Commitment 4-5-6

Article 10 - Congressional Restriction 4-5-6

Article 11 - Review and Amendment 4-5-6

Article 12- Termination 4-5-6

Article 13 - Effective Date And Duration 4-5-6

Article 14 - Temporary Derogation 4-5-6

Export Standards for Seed Potatoes 4-5-7

Certification Basis 4-5-7

Limited Generation System 4-5-7

Planting Maintenance 4-5-7

Storage Facilities 4-5-7

Containers 4-5-8

State Authority 4-5-8

Responsibilities 4-5-8

Official State Seed Potato Certification Agency 4-5-8

Participating Growers 4-5-8

Requirements for Classes of Certified Seed Potatoes 4-5-9

Prenuclear Stock Seed Potatoes 4-5-9

Nuclear Stock Seed Potatoes 4-5-9

Generation 1—U.S. Export Seed Potatoes 4-5-9

Generation 2—U.S. Export Seed Potatoes 4-5-9

Generation 3—U.S. Export Seed Potatoes 4-5-10

Generation 4—U.S. Export Seed Potatoes 4-5-10

Generation 5—U.S. Export Seed Potatoes 4-5-11

Refusal, Cancellation, and Rejection 4-5-11

Grade and Identification 4-5-12
Special Procedures: Commodity • Seed Potatoes

Introduction

4-5-2 Export Program Manual 10/2019-28

Introduction

The following sections of the XPM deal with seed potatoes. The first section 

covers the State National Harmonization Program (SNHP) Memorandum of 

Understanding for seed potatoes. The SNHP was put together in a cooperative 

effort by APHIS, seed certification agencies, State Plant Regulatory Officials 

(SPROs), the National Plant Board, and industry groups. It was finalized in 

November 2006. States have been signing Memorandums of Understanding 

since 2007. Colorado, Minnesota, Oregon, and Washington have met all the 

requirements of the SNHP program.

One of the requirements of the SNHP Memorandums of Understanding is a 

Quality Manual (QM) from each participating state. The QM has the details 

about how the state plans to execute the requirements of the Memorandum of 

Understanding. A QM Review Committee has been formed and is made up of 

seed potato certification officials, National Plant Board members, and APHIS 

representatives. The committee works with each state to finalize its QM. A site 

visit is conducted to audit the state’s program prior to final approval. The 

SNHP QM sets minimum requirements for interstate and export shipments of 

seed potatoes.

The second section covers Export Standards for Seed Potatoes. This section 

was developed several years ago and is not used often at this time. It may be 

that the SNHP Memorandum of Understanding will ultimately replace the 

Export Standards for Seed Potatoes; however the seed certification officials 

provided updates for this section in 2005 and the industry would like to retain 

this section at least until the SNHP is in full use by all states that export seed 

potatoes.
Special Procedures: Commodity • Seed Potatoes

Introduction

10/2019-28 Export Program Manual 4-5-3

State National Harmonization Program MOU Template

for

Seed Potatoes

November 30, 2006

Memorandum of Understanding (MOU)

between the

{Insert Name of State or Other Entity} (Cooperator)

and the

United States Department of Agriculture (USDA)

Animal and Plant Health Inspection Service (APHIS)

Plant Protection and Quarantine (PPQ)

Article 1 - Purpose

This MOU provides for the cooperative participation between the parties to hereby establish, as a part 

of a State National Harmonization Program (SNHP) for seed potatoes, (1) minimum standards set by 

state authority for certification of seed potatoes in order to facilitate interstate shipment and export 

and (2) cooperation in pest management.

The purpose of this MOU is to establish, as part of the SNHP for seed potatoes, harmonized standards 

to control the spread of disease through state certification programs for seed potatoes. This SNHP for 

seed potatoes allows for uniform minimum phytosanitary standards that may enhance uniformity and 

quality in seed potatoes shipped between states; may lead to the enhanced marketing of high quality 

commercial potatoes grown in the United States; and may enhance international marketing of quality 

seed potatoes exported from the United States.

Article 2 - Authority

APHIS is authorized by the Plant Protection Act, Pub. L. No. 106-224, § 431, 114 Stat. 438, 451, 

(2002) to cooperate with other Federal agencies, the governments of foreign countries, international 

organizations or associations, states or their political subdivisions, farmer’s associations, and other 

persons to detect, eradicate, suppress, control, and prevent or retard the spread of plant pests or 

noxious weeds.

{Insert State Authority, if so desired}

Article 3 - Definitions

 1. Seed potatoes: potato plantlets, plants, stem cuttings, microtubers, minitubers, tubercles or 

tubers intended for planting.

 2. Line selected hill units: tubers that have been taken from an identifiable production field and 

that have been developed through a series of plant selections, grow-outs and reselections based 

on plant or tuber characteristics.

 3. Limited generation system: a scheme wherein eligible planting stock for each seed class is 

limited by compliance with established pest tolerances and a specified number of increases in 

the field.
Special Procedures: Commodity • Seed Potatoes

Introduction

4-5-4 Export Program Manual 10/2019-28

 4. Regulated pest: any pest that is controlled under the seed certification system of the 

cooperator.

 5. Free of regulated pests: regulated pests are not present in numbers that can be detected using 

appropriate sampling, inspection, and testing procedures.

 6. Post harvest test: winter grow-out or laboratory testing of harvested potatoes to verify that 

regulated pests meet applicable tolerances.

 7. Certifying Entity: the seed certification entity in each state. This is the exclusively recognized 

seed potato certifying entity for each state, as listed below:

{Insert state seed certification entity and define structure and statutory authority}.

Article 4 - Uniform Requirements for Seed Certification

The cooperating parties agree that seed potatoes may be certified by the cooperator or its designee, 

under the SNHP if:

 1. They are produced from:

a. tissue culture potatoes that are free of regulated pests or

b. other entry level materials such as line selected hill units or parent plants used in stem 

cuttings that are free of regulated pests;

 2. They are produced under a limited generation system;

 3. They have undergone at least two field inspections to ensure compliance with tolerances set 

forth in Annex 2 of this MOU;

 4. They are subjected to post-harvest testing for recertification;

 5. They are produced and stored in a cooperating state under the SNHP; and

 6. Interstate shipments and exports departing from the state are inspected by the Cooperator’s 

designated officials at the shipping point to verify lot identity and ensure compliance with all 

applicable phytosanitary requirements.

Article 5 - Cooperator Responsibilities

A. The cooperating state with a commercial seed production industry agrees to:

 1. Designate {Mr./Ms./Dr.—Insert full name} as its authorized representative who shall be 

responsible for collaboratively administering the activities conducted under this MOU;

 2. Recognize seed certification entities for each state participating in the SNHP;

 3. Ensure that certification practices in their state conform fully to the requirements listed in 

Article 4 of this MOU;

 4. Require that the designated seed certifying entity maintains adequate records relating to all 

aspects of the certification regime, including records to enable trace-back of the certified seed 

to its field generation and parent material and to ensure lot identification;

 5. Require that any testing is performed using generally recognized diagnostic methods and 

protocols;
Special Procedures: Commodity • Seed Potatoes

Introduction

10/2019-28 Export Program Manual 4-5-5

 6. Provide to APHIS a quality manual describing seed certification procedures, pest tolerances, 

and testing methodologies, together with mechanisms for ensuring compliance. The quality 

manual shall consist of the most current certified seed potato standards for each certifying 

entity and a brief handbook outlining the various standards and protocols for disease testing;

 7. Implement potato pest management plans and quarantine programs consistent with those listed 

in Annex 1 of this MOU; and

 8. Require that certified seed produced within the state and offered for interstate and export sale 

meets the requirements of Article 4 of this MOU.

B. The Cooperator agrees to require that in-state growers who purchase seed from outside the state 

provide or maintain adequate records verifying that such seed meets the requirements of Article 4 of 

this MOU.

Article 6 - APHIS Responsibilities

APHIS agrees to:

 1. Designate {Mr./Ms./Dr.—Insert full name} as its authorized representative who shall be 

responsible for collaboratively administering the activities conducted under this MOU;

 2. Recognize the seed certification entity that is recognized by the Cooperator to certify seed 

potatoes under the SNHP if the state meets the requirements set forth in Articles 4 and 5 of this 

MOU;

 3. Oversee the implementation of the Federal pest management plans listed in Annex 1 of this 

MOU;

 4. Oversee the SNHP by reviewing records and audits performed by the Cooperator of 

certification facilities, procedures, and personnel to ensure conformance with the terms of this 

MOU;

 5. Provide additional declaration for international export by attaching such additional declaration 

to the federal phytosanitary certificate for seed potatoes from Cooperator states stating that 

those seed potatoes meet the minimum standards established through the SNHP.

Article 7 - Statement of No Financial Obligation

Signature on this MOU does not constitute a financial obligation on the part of APHIS or the 

Cooperator. Each signatory party is to use and manage its own funds in carrying out the purpose of 

this MOU. Transfer of funds or items of value is not authorized under this MOU.

Article 8 - Security Guidelines

When connected to the USDA–APHIS network, comply with the security guidelines as outlined in 

the USDA Cyber Security Manual Series 3500; including USDA Departmental Manual (DM) 3515, 

“Privacy Requirements” and USDA DM 3525, “USDA Internet Use and E-Mail Security.” The 

Cooperator will not download any material (i.e., pictures, movies, or music files) bearing a copyright 

nor access any material defined as inappropriate in these regulations and directives.
Special Procedures: Commodity • Seed Potatoes

Introduction

4-5-6 Export Program Manual 10/2019-28

Article 9 - Limitation of Commitment

This MOU and any continuation thereof shall be contingent upon the availability of funds appropriated 

by the Congress of the United States. It is understood and agreed that any monies allocated for 

purposes covered by this MOU shall be expended in accordance with its terms and the manner 

prescribed by the fiscal regulations and/or administrative policies of the party making the funds 

available. If fiscal resources are to transfer, a separate agreement must be developed by the parties.

Article 10 - Congressional Restriction

Under 41 USC 22, no member of, or delegate to, Congress shall be admitted to any share or part of 

this MOU or to any benefit to arise therefrom.

Article 11 - Review and Amendment

The terms of this MOU, in particular the seed certification requirements in Article 4, the pest 

management plans in Annex 1, and the pest tolerances in Annex 2, shall be subject to periodic review 

and amendment. This MOU, including annexes, may be amended by mutual agreement of the 

cooperating parties in writing.

Article 12- Termination

This MOU may be terminated by either party upon 30 days written notice to the other party.

Article 13 - Effective Date And Duration

This MOU will be in effect upon date of final signature and will continue for five years from the date 

of signature.

If derogation for this cooperator is applicable, insert the following article, or similar language:

Article 14 - Temporary Derogation

Notwithstanding the requirements of Article 4.3 of this MOU, the tolerance for variety mix in {Insert 

name of State} will be [xxx]. This derogation will be in effect for a period of {Insert number of years}

years following the date of signature.

The requirements of Article 4.6 will not apply to {Insert name of State} for a period of {Insert number 

of years} years following the date of signature.

_________________________________________________________________________________

{Insert Name of Cooperator}

_________________________________________________________________________________

{Insert name and title of signatory} Date

UNITED STATES DEPARTMENT of AGRICULTURE

ANIMAL and PLANT HEALTH INSPECTION SERVICE

PLANT PROTECTION and QUARANTINE

_________________________________________________________________________________

{Insert name and title of signatory} Date
Special Procedures: Commodity • Seed Potatoes

Export Standards for Seed Potatoes

10/2019-28 Export Program Manual 4-5-7

Annex 1: Federal Pest Management Plans

 1. Golden Nematode Management Plan

 2. Potato Necrotic Virus Management Plan

Annex 2: Maximum Tolerances, Final Field Test

Export Standards for Seed Potatoes

The export standards for seed potatoes do not take the place of official State 

standards that apply to domestic seed potatoes.

When a grower requests export certification of seed potatoes, the official State 

seed potato certification agency should consult PPQ’s Export Program Manual

(XPM).

Certification Basis

Export certification of seed potatoes is based solely on visually inspecting a 

sample from each lot, which must meet the prescribed tolerances in these 

special procedures unless otherwise provided by a higher authority.

Visually inspect seed potatoes at least twice during each planting to ensure 

compliance with prescribed tolerances.

Limited Generation System

Export certification of seed potatoes is in conformance with the limited 

generation system specified by these special procedures.

Planting Maintenance

Plantings must be kept in a good growing condition, and general insect and 

seed pests must be kept under effective control.

When cultivating, irrigating, digging, grading, moving, using equipment, and 

performing other farming practices, suitable precautions must be taken to 

guard against the spread of disease and insect pests into or within plantings.

Storage Facilities

Each lot of U.S. export seed potatoes must be stored so as to preclude 

intermixing with any other class of certified seed potatoes.

U.S. export seed potatoes shall not be stored in the same storage facility with 

potatoes found to be infected with bacterial ring rot, Clavibacter michiganensis

subsp. sepedonicus. Refer to USDA Laboratories Approved to Test Seed

Leafroll Mosaic Total Virus BRR Variety Mix

1% 2% 3% 0 0.5%
Special Procedures: Commodity • Seed Potatoes

State Authority

4-5-8 Export Program Manual 10/2019-28

Potato for the Pathogen Clavibacter michiganensis subsp. sepedonicus for 

Export to Canada.

Containers

Containers used for harvesting, storing, and handling U.S. export seed potatoes 

must be new or cleaned and disinfected to the satisfaction of the official State 

seed potato certification agency.

Containers used for packaging and shipping U.S. export seed potatoes must be 

new.

State Authority

State authority for certifying seed potatoes resides with the State agency 

granted the authority by State law to carry out these regulatory functions.

Contact the Department of Agriculture of the State from which the seed 

potatoes originate for the name and address of the official State agency that 

possesses certification authority.

Responsibilities

PPQ and the Seed Certification Technical Committee (SCTC) will periodically 

review the U.S. export standards to ensure that they keep current with 

biological information and requirements of international trade. In cooperation 

with SCTC and industry representatives, PPQ will affect necessary changes in 

order to maintain viability and integrity of the U.S. export standards.

Official State Seed Potato Certification Agency

The official State seed potato certification agency is responsible for verifying 

that the requirements of these special procedures have been met within the 

limitations imposed by accepted State and industry standards.

Participating Growers

A participating grower must be a qualified seed potato grower raising certified 

seed potatoes in accordance with official State certification regulations. 

Farming, sanitation, and other seed production practices not addressed in these 

special procedures are the responsibility of the participating grower.

The participating grower must select the planting site for and properly 

maintain plantings of seed potatoes being grown subject to the provisions of 

the U.S. export standards.
Special Procedures: Commodity • Seed Potatoes

Requirements for Classes of Certified Seed Potatoes

10/2019-28 Export Program Manual 4-5-9

Participating growers must maintain the identity and grade of each lot of 

certified seed potatoes in their possession in a manner approved by the official 

State seed potato certification agency.

Requirements for Classes of Certified Seed Potatoes

When a class of seed potatoes is specified as being eligible for certification, the 

stock was previously certified as the specified class by an official seed potato 

certification agency. All seed potatoes certified as such must be visually 

monitored in the field for trueness to plant type, and the tubers must be 

visually inspected after harvesting to verify plant type.

Prenuclear Stock Seed Potatoes

To be eligible for certification as prenuclear (in vitro production) stock seed 

potatoes, each explant must have been pathogen tested. Plantlets and 

microtubers must be produced in aseptic culture. During normal business 

hours, records must be available for inspection by representatives of the 

official State seed potato certification agency.

Nuclear Stock Seed Potatoes

To be eligible for certification as nuclear (greenhouse or controlled 

environment production) stock seed potatoes, plant material must have met the 

prenuclear requirements. At least 1% of this increase must be pathogen tested, 

except when there are fewer than 20 plants or minitubers. When there are 

fewer than 20 plants or minitubers, at least 5 plants or minitubers must be 

pathogen tested. Plants or minitubers selected for pathogen testing may be 

bulked following acceptable methods for test purposes. In the event that a test 

is positive for disease infection, the whole clone, together with any progeny, 

will be ineligible for certification. Testing and regeneration records must be 

maintained and made available for inspection at all reasonable times.

Generation 1—U.S. Export Seed Potatoes

Generation 1 plant material that has met the requirements for prenuclear or 

nuclear stock or State equivalent will be eligible for certification as Generation 

1—U.S. export seed potatoes.

Generation 2—U.S. Export Seed Potatoes

Generation 2 plant material that has met the requirements for Generation 1 or 

earlier increases or State equivalent will be eligible for certification as 

Generation 2—U.S. export seed potatoes.

Plants must be inspected at least twice while growing and found to be in 

compliance with the tolerances specified in Table 4-5-1.
Special Procedures: Commodity • Seed Potatoes

Requirements for Classes of Certified Seed Potatoes

4-5-10 Export Program Manual 10/2019-28

Generation 3—U.S. Export Seed Potatoes

Generation 3 plant material that has met the requirements for Generation 2 or 

earlier generations will be eligible for certification as Generation 3—U.S. 

export seed potatoes.

Each planting must be visually inspected at least twice and found to be in 

compliance with the tolerances specified in Table 4-5-2.

Generation 4—U.S. Export Seed Potatoes

Generation 4 plant material that has met the requirements for Generation 3 or 

earlier generations will be eligible for certification as Generation 4—U.S. 

export seed potatoes.

Each planting must be visually inspected at least twice and found to be in 

compliance with the tolerances specified in Table 4-5-3.

Table 4-5-1 Tolerances for Generation 2—U.S. Export Seed Potatoes

Factor First field inspection Second field inspection

Bacterial ring rot 0.00 0.00

Blackleg 0.10 0.00

Wilts 0.10 0.00

Total, all viruses 0.25 0.10

Varietal mixture 0.10 0.00

Table 4-5-2 Tolerances for Generation 3—U.S. Export Seed Potatoes

Factor First field inspection Second field inspection

Bacterial ring rot 0.00 0.00

Blackleg 0.25 0.10

Wilts 0.20 0.10

Total, all viruses 0.25 0.10

Varietal mixture 0.25 0.10

Table 4-5-3 Tolerances for Generation 4—U.S. Export Seed Potatoes

Factor First field inspection Second field inspection

Bacterial ring rot 0.00 0.00

Blackleg 0.50 0.25

Wilts 0.50 0.25

Total, all viruses 0.50 0.25

Varietal mixture 0.50 0.25
Special Procedures: Commodity • Seed Potatoes

Refusal, Cancellation, and Rejection

10/2019-28 Export Program Manual 4-5-11

Generation 5—U.S. Export Seed Potatoes

Generation 5 plant material that has met the requirements for Generation 4 or 

earlier generations will be eligible for certification as Generation 5—U.S. 

export seed potatoes.

Each planting must be visually inspected at least twice and found to be in 

compliance with the tolerances specified in Table 4-5-4.

Refusal, Cancellation, and Rejection

Failure to comply with any provision of the U.S. export standards will 

constitute cause for refusal of certification services, cancellation of any 

approvals already granted, or rejection of seed potatoes entered for 

certification as a class of U.S. export seed potatoes.

In addition, the following incidents are specific causes for refusal, cancellation, 

or rejection.

1. Any field, storage, or other condition an official State seed potato 

certification agency determines may be detrimental to the U.S. potato 

industry or to the U.S. seed potato export market, or may hinder or prevent 

accurate determination of whether the disease, varietal purity, grade, or 

other requirements of the U.S. export standards have been met.

2. Any seed potatoes entered for certification verified to be infested or 

infected with a serious pest that is exotic or has a limited distribution in the 

United States, i.e., PSTVd. Note that gangrene, Phoma exigua pv. foveata, 

and wart, Synchytrium endobioticum, do not occur in the U.S.

3. Any seed potatoes determined to be infested with root-knot nematode, 

Meloidogyne spp.; potato rot nematode, Ditylenchus destructor; cyst 

nematode, Globodera spp.; or brown rot, Ralstonia solanacearum. U.S. 

quarantine restrictions do not permit the growing of seed potatoes in any 

golden (cyst) nematode-infested area.

4. The basis for and scope of a refusal, cancellation, or rejection and 

reinstatement following such actions will be determined by the official 

Table 4-5-4 Tolerances for Generation 5—U.S. Export Seed Potatoes

Factor First field inspection Second field inspection

Bacterial ring rot 0.00 0.00

Blackleg 1.00 0.50

Wilts 1.00 0.50

Total, all viruses 1.00 0.50

Varietal mixture 0.75 0.50
Special Procedures: Commodity • Seed Potatoes

Grade and Identification

4-5-12 Export Program Manual 10/2019-28

State potato certification agency in the State where the U.S. export seed 

potatoes are produced.

Grade and Identification

U.S. export seed potatoes must be:

Graded to meet U.S. No. 1 Seed Potato Grade1

Identified by a blue-colored tag

Identified by official State certification tags or other official identification 

affixed to each container that are approved by the SCTC

1 United States Standards for Grades of Seed Potatoes, effective March 6, 1987, reprinted January 

1997.
04/2019-27 Export Program Manual 4-6-1

Chapter

4 Special Procedures

Commodity • Used Agricultural Machinery

Contents

Introduction 4-6-1

Eligibility Requirements 4-6-1

Inspection Guidance 4-6-1

Additional Requirements 4-6-2

Issuing a PPQ Form 577 for Used Agricultural Machinery 4-6-2

Introduction

Foreign countries may require phytosanitary certification for plants and plant 

products and regulated articles. Used farm machinery is considered a regulated 

article due to the proximity of this machinery to contaminants such as soil, 

plant debris, seeds, plants, etc. To address the need by U.S. exporters in 

facilitating the safe international movement of used farm machinery, the 

following guidance has been created.

Eligibility Requirements

Used agricultural machinery must meet the following requirements to be 

considered for phytosanitary certification:

The machinery must be regulated in official communication from the 

National Plant Protection Organization (NPPO) of the importing country

The machinery must be associated with the production, collection or 

transfer of plants or plant products

The machinery must be in used condition

The machinery should be cleaned in such a way as to meet the 

requirements of the importing country prior to requesting phytosanitary 

inspection of the article

Inspection Guidance

The inspection level for used agricultural machinery should be 100% or as 

close to 100% as practical. Follow general guidance for conducting a visual 

phytosanitary inspection of a commodity. Inspect for pests, plant debris, plants, 

soil, weed seeds, etc.
Special Procedures: Commodity • Used Agricultural Machinery

Additional Requirements

4-6-2 Export Program Manual 04/2019-27

Additional Requirements

In addition to a visual inspection, the importing country may specify that pest 

freedom be determined by additional measures. These measures may include 

washing or cleaning, disassembly of the machinery, or treatment of the 

machinery. Use of Additional Declarations (ADs) specified in official 

communication from the importing country are permitted. Where NPPOs 

require a treatment for import of the used machinery, verify the treatment 

applied and record details of the treatment in the Disinfestation and/or 

Disinfection Treatment section of the phytosanitary certificate (PC).

Issuing a PPQ Form 577 for Used Agricultural Machinery

Eligible used agricultural machinery shall be listed on the PC as follows:

Block 9, Name of Produce and Quantity Declared:

For Common Name select only “Machinery, Vehicle, or Equipment”

For Plant Part select only “Regulated Article”

Block 11, Number and Description of Packages:

Select “other” and enter details that describe the type of machinery, 

vehicle, or equipment (example: tractor, planter, etc.)

Block 12, Distinguishing Marks:

Enter any markings found on the machinery, such as the brand name, 

model number, serial number, etc., exactly as they appear on the 

machinery. If there are no distinguishing marks on the machinery, 

enter “NONE.”
5/2023-35 Export Program Manual 4-7-1

Chapter

4 Special Procedures

Commodity • High-Quality Specialty Grain 

(HQSG)

Contents

Introduction 4-7-1

Issuing a PPQ Form 577 for High-Quality Specialty Grain 4-7-2

Introduction

The USDA–APHIS–Plant Protection and Quarantine (PPQ) Export Program 

allows approved grain facilities operating under a High-Quality Specialty 

Grain (HQSG) compliance agreement to sample and conduct phytosanitary 

inspection of HQSG. The HQSG must be grown in the United States and 

exported for human consumption or processing for human consumption. The 

same commodities exported for planting (e.g., seed) cannot be certified 

following this procedure. The HQSG must be shipped in containers (bagged or 

bulk). Grain bulk loaded in vessel ship holds cannot be certified using this 

special procedure. The results of the inspections must be recorded on the 

Specialty Soya and Grains Alliance (SSGA) HQSG—Inspection Report 

(SSGA 3). Approved facilities must conduct a stowage examination and 

record the results on the SSGA Container Examination Reports (SSGA 4). For 

consignment export certification, the SSGA 3 and SSGA 4 must be uploaded 

as an attachment in the Phytosanitary Certificate Issuance & Tracking (PCIT)

system website.

Under this special procedure, only HQSG phytosanitary inspection (SSGA 3) 

and stowage examination (SSGA 4) results from approved facilities operating 

under a compliance agreement administered by APHIS–PPQ can be used for 

export certification. Exporters not under an APHIS–PPQ compliance 

agreement may provide inspection (SSGA 3) and stowage examination (SSGA 

4) results from an approved grain facility operating under an APHIS–PPQ 

compliance agreement. A list of USDA–APHIS-approved HQSG facilities 

under compliance can be found on the APHIS Plant Health Export Program 

website.

NOTICE

It is the exporter’s responsibility to obtain the USDA–AMS Federal Grain Inspection 

Service (FGIS) HQSG waiver and meet all FGIS requirements for export.
Special Procedures: Commodity • High-Quality Specialty Grain (HQSG)

Issuing a PPQ Form 577 for High-Quality Specialty Grain

4-7-2 Export Program Manual 5/2023-35

If authorized certification officials (ACOs) have any questions regarding 

HQSG consignment export certification, they should contact a PPQ Export 

Certification Specialist (ECS).

SSGA provides administrative support to facilities wishing to participate in the 

USDA–APHIS–PPQ–Compliance-Based Certification Program for HighQuality Specialty Grain (HQSG). Grain facilities interested in participating 

should contact the SSGA Executive Director for more information on 

registration requirements and to request application materials at (507) 385-

7557 or via email at ewenberg@soyagrainsalliance.org.

Issuing a PPQ Form 577 for High-Quality Specialty Grain

USDA–APHIS-approved HQSG facilities must be under a compliance 

agreement to conduct the phytosanitary inspection (SSGA 3) and stowage 

examination (SSGA 4) necessary to issue a PPQ Form 577. Below are general 

guidelines on how to certify HQSG when the inspection is conducted by an 

USDA–APHIS-approved HQSG facility under compliance.

Do not list or refer to any of the following on the phytosanitary certificate:

Grades

Intended uses

Other commercial terms

Quality

Sizes

Trade names

1. Review the PCIT application. The PCIT application must have the 

phytosanitary inspection report (SSGA 3) and stowage examination report 

(SSGA 4) results attached in PCIT.

A. On the Inspection Details screen, under Inspector Name, select “HQSG 

Facility.”

B. On the Inspection Details screen, under Inspection Finding, select 

“Certification Based on Approved HQSG Facility Inspection Results.”

2. Verify block #3, Loading Facility Name and Address on the SSGA 3 and 

Loading Facility Name and Address on the SSGA 4, are on the list of 

NOTICE

For sample shipments, only an SSGA 3 must be attached in the PCIT application.
Special Procedures: Commodity • High-Quality Specialty Grain (HQSG)

Issuing a PPQ Form 577 for High-Quality Specialty Grain

5/2023-35 Export Program Manual 4-7-3

USDA–APHIS-approved HQSG facilities under compliance on the APHIS 

Plant Health Export Program website.

3. Verify the quantity of HQSG inspected and recorded on the SSGA 3 is 

equal to or greater than the quantity submitted in the PCIT application.

4. Verify the container number(s) examined and recorded on the SSGA 4 is 

the same as the container number(s) submitted in the PCIT application.

5. Verify all other import requirements have been met.

6. Issue PPQ Form 577.

NOTICE

To confirm the status of a facility, ACOs should check the list of approved HQSG 

facilities each time an application is submitted.
Special Procedures: Commodity • High-Quality Specialty Grain (HQSG)

Issuing a PPQ Form 577 for High-Quality Specialty Grain

4-7-4 Export Program Manual 5/2023-35
03/2019-26 Export Program Manual 5-1-1

Chapter

5 Special Procedures

Special Programs • Federal-State Cooperative 

Export Program

Contents

Introduction 5-1-1

How States Enter the Federal-State Cooperative Program 5-1-2

Basic Requirements and Procedures for Nominating Federal or State 

Candidates 5-1-2

Reaccreditation of ACOs 5-1-3

Export Certificate Review Process 5-1-4

Inactivation and Reactivation of ACOs 5-1-7

Suspension and Reaccreditation of Suspended ACOs 5-1-7

Retesting for Initial or Reaccreditation Training 5-1-8

Maintenance of the Federal-State Cooperative Export Program 5-1-8

Memorandum of Understanding (MOU) for the Program 5-1-9

List of Active MOUs for Federal-State Cooperative Programs 5-1-13

Introduction

The Plant Protection and Quarantine (PPQ) export program allows designated 

State cooperators to issue export certificates at interior points of origin in the 

United States as per NAPPO RSPM 8.

To obtain authority to issue export certificates, a State plant regulatory agency 

must agree to sign a Memorandum of Understanding (MOU) with PPQ. The 

MOU is a formal document that specifies the responsibilities and areas of 

cooperation mutually understood and agreed to by the Federal and State 

Departments of Agriculture.

PPQ’s accreditation program was established to facilitate the exportation of 

commodities to foreign markets. Accreditation recognizes consistent levels of 

competency and confers specific authority. Accrediting trained personnel, 

organizations, facilities, and processes associated with phytosanitary functions 

enhances PPQ’s ability to protect plant resources and facilitate safe trade.

NOTICE

To better facilitate local communication among ECSs, SPHDs, SPROs, and ACOs, 

ECSs may wish to contact the SPHD to establish or to confirm the proper protocol to 

follow when giving feedback to SPROs and ACOs who are cooperators.
Special Procedures: Special Programs • Federal-State Cooperative Export Program

How States Enter the Federal-State Cooperative Program

5-1-2 Export Program Manual 03/2019-26

How States Enter the Federal-State Cooperative Program

The following steps must be followed to officially enter a State into the 

Federal-State Cooperative Export Program.

1. State plant regulatory official (SPRO) of a State Department of Agriculture 

writes to the Deputy Administrator of PPQ and asks to participate in the 

program.

2. Written request is processed through PPQ, Phytosanitary Issues 

Management, Export Services (ES).

3. The standardized MOU is transmitted to PPQ regional directors to provide 

relevant guidance. A copy of the letter is provided to the Agreements 

Services Center (ASC).

4. The PPQ regional office initiates an MOU with each SPRO and assigns a 

regional control number. The PPQ regional office submits 3 originals of the 

MOU to the SPRO for signature.

5. The SPRO signs all copies of the MOU and returns them to the PPQ 

regional office to be signed by the Regional Director. The MOU is 

effective upon date of final signature by the Regional Director for the 

period indicated in the MOU, not to exceed 5 years.

6. The PPQ regional office retains the original, sends one to the State, and the 

third to the Export Certification Specialist (ECS) for that State. The PPQ 

regional office also provides a copy of the MOU to ES and the ASC.

Basic Requirements and Procedures for Nominating Federal or State 

Candidates

The basic requirements and procedures for nominating Federal or State 

candidates are as follows:

1. The Export Certification Specialist (ECS) may nominate a candidate 

through Phytosanitary Certificate Issuance and Tracking (PCIT). At least 

nine months of experience1 is required before training may be conducted. 

The nomination must include the candidate’s experience and education to 

be designated as an ACO. The candidate must meet or exceed the 

following basic requirements to be an ACO:

A. Ability to recognize plant pests including symptoms and/or signs of 

disease.

1 A minimum of 1 year experience in plant protection regulatory activities working with or under the 

supervision of an ACO is required. This experience must occur prior to becoming an ACO.
Special Procedures: Special Programs • Federal-State Cooperative Export Program

Reaccreditation of ACOs

03/2019-26 Export Program Manual 5-1-3

B. A combined total of 5 years education in biological sciences2 and 

experience are required. At least 1 year has to be experience. The years 

of education and experience do not have to be consecutive.

C. No ACO shall inspect any commodities in which they or a member of 

their family are directly or indirectly financially interested.

2. The ECS reviews the candidate’s qualifications to verify that the 

experience and educational requirements have been met as stated in 7 CFR 

353.6, NAPPO RSPM 8, and this manual.

3. The ECS submits the candidate’s name and summary of qualifications to 

ES for approval in PCIT.

4. ES will approve or reject the submission in PCIT. If ES approves the 

submission the ECS may proceed with administering the APHIS training 

course on phytosanitary certification for the candidate’s initial 

accreditation.

5. The ECS administers the APHIS initial training course on phytosanitary 

certification and test to the candidate. The candidate must achieve a 

minimum score of 80% to be accredited and may go to PCIT and print a 

certificate of accreditation.

6. PCIT will automatically change the role of the candidate to ACO when one 

year of experience is completed. Initial accreditation is valid for three years 

from date of testing. ACOs can be placed in inactive status if they fail to 

issue export certificates within 1 year of initial accreditation.

Reaccreditation of ACOs

1. PCIT will notify the ECS one year before an ACO’s accreditation expires. 

The ECS will notify ACOs or their supervisors when reaccreditation 

training is required.

2 One year equals 12 credit units in the biological sciences. Examples of courses to meet educational 

requirements can be found in NAPPO standard #8, Accreditation of Individuals.

EXAMPLE Examples of acceptable qualifications are as follows:

 0 years education and 5 years experience

 1 year education and 4 years experience

 2 years education and 3 years experience

 3 years education and 2 years experience

 4 years education and 1 year experience

NOTICE

Any official may take the APHIS training course on phytosanitary certification for 

informational purposes only. The official will not be administered a test or be accredited.
Special Procedures: Special Programs • Federal-State Cooperative Export Program

Export Certificate Review Process

5-1-4 Export Program Manual 03/2019-26

2. The ECS administers the APHIS reaccreditation training course on 

phytosanitary certification and test to the ACO. The ACO must achieve a 

minimum score of 80% to retain accreditation.

3. The ACO is now reaccredited and the accreditation is valid for three years.

Export Certificate Review Process

1. The issuing office must ensure that record copies and supporting 

documentation are sent to the appropriate ECS on a weekly, biweekly, or 

monthly basis unless the issuing office is using PCIT with attachments for 

supporting documents.

2. ECSs are responsible for reviewing certificates and for conducting field 

audits to ensure compliance with Federal regulations, policies and 

procedures, foreign import requirements, and PPQ obligations to bilateral 

agreements, protocols, MOUs, and international standards.

3. The ECS must review at least 5% of all record copies along with 

supporting documentation in a timely manner. It is important that reviews 

are completed in a prompt manner so that major errors can be addressed 

before there is a trade incident. The export certificates reviewed should 

represent the actual range of export commodities certified by various 

ACOs. The percentage should be increased if a particular ACO or issuing 

office has a significant number of errors or where a significant number of 

notifications of noncompliance are received from the National Plant 

Protection Organization (NPPO) importing country. ES will work with the 

PPQ regional office upon receipt of notifications of noncompliance.

Refer to Figure 5-1-1 on page 5-1-5 for a model letter you can follow to 

document major mistakes. Refer to the APHIS website for a fillable version of 

a model letter. Provide a copy of the certificate in question, backup documents, 

and a brief explanation.
Special Procedures: Special Programs • Federal-State Cooperative Export Program

Export Certificate Review Process

03/2019-26 Export Program Manual 5-1-5

Date: ______________________________

To: _____________________________________________________________

 [insert name of State Plant Health Director or State Plant Regulatory Official]

Recently ___________________________________________certified ______________________ to __________________

 [insert name of Authorized Certification Official (ACO)] [name of product] [name of country]

on Export Certificate #__________________ (attached). This export certificate has ____ /has not ____ been reported as 

rejected by the importing country. The error(s) is/are checked below:

Failure to follow PPQ policy with regard to export certificates.

Certifying disease freedom in grain.

Failure to follow inspectional guidelines.

Failure to follow known import requirements.

Certifying prohibited or ineligible commodities.

Certifying CITES commodities at an ineligible port.

Certifying commodities from non-accredited or noncompliant sources.

Attesting to conditions from non-accredited or noncompliant sources.

______________________________________________________________________________________________

______________________________________________________________________________________________

______________________________________________________________________________________________

Our records indicate that this is the ACO’s _______ warning this year. Future errors could result in suspending the ACO’s 

accreditation (authority to issue export certificates). Please forward to my office a letter explaining the error(s) and what corrective actions will be taken. This notice is intended as a corrective action to ensure the integrity of USDA–APHIS–PPQ’s export 

program.

If you have any questions, contact me at __________________________________________.

 (insert your phone number)

_______________________________________________________________ , Export Certification Specialist

 (Signature of Export Certification Specialist)

___________________________________________________ ________

(Printed name of Export Certification Specialist)

Enclosure

Figure 5-1-1 Model Letter for Documenting Major Errors Found on an Export Certificate 
Special Procedures: Special Programs • Federal-State Cooperative Export Program

Export Certificate Review Process

5-1-6 Export Program Manual 03/2019-26

4. The ECS must document major errors made by ACOs. Major errors on 

export certificates include but are not limited to the following:

Failure to follow PPQ policy with regard to export certificates (for 

example, but not limited to):

Certifying disease freedom in grain

Failure to follow inspectional guidelines

Failure to follow known import requirements

Certifying prohibited or ineligible commodities

Certifying CITES commodities at an ineligible port

Certifying commodities from nonaccredited or noncompliant sources.

Attesting to conditions from nonaccredited or noncompliant sources.

Major errors documented by the ECS must be submitted to the SPHD who will 

review and forward the information to the PPQ supervisor or SPRO of the 

ACO.

5. First Major Error

A. The first major error will be discussed between the ACO and the 

appropriate supervisor to address any questions and to determine what 

corrective action should be taken to prevent recurrence.

B. The appropriate supervisor will document the discussion and any 

recommendations that were made to the ACO. A copy of the discussion 

and recommendations will be forwarded to the SPHD. The SPHD must

forward a copy to the regional office.

6. Second Major Error

A. The second major error will be discussed between the ACO and the 

appropriate supervisor to address any questions and to determine what 

corrective action should be taken to prevent recurrence.

B. The appropriate supervisor will request refresher training for the ACO.

C. The supervisor will document the discussion, recommendations, and 

the training request. A copy of the discussion and recommendations 

will be forwarded to the SPHD. The SPHD must forward a copy to the 

appropriate regional office.

7. Third Major Error: refer to information as specified in Suspension and 

Reaccreditation of Suspended ACOs on page 5-1-7.

8. The ECS will document minor errors that do not warrant formal 

documentation. Examples of minor errors include but are not limited to the 

following:
Special Procedures: Special Programs • Federal-State Cooperative Export Program

Inactivation and Reactivation of ACOs

03/2019-26 Export Program Manual 5-1-7

Incorrect lining out blocks

Failure to complete all blocks

Incorrect approved country name

Failure to date an export certificate

Misspelled words

Unclear abbreviations

Minor errors should be handled informally through the appropriate 

supervisor.

9. After completing the review process, the ECS should either destroy the 

copies of the export certificates or retain them for training purposes. If the 

copies are retained for training purposes, the ECS is responsible for 

maintaining and protecting the confidentiality of information on any export 

documents.

Inactivation and Reactivation of ACOs

1. An ACO’s role will be changed from ACO to ACO Admin in PCIT for one 

of the following reasons:

Failure to successfully complete reaccreditation every 3 years

Failure to issue export certificates within 2 years of accreditation

2. In the ACO Admin role, the ACO will not be authorized to sign export 

certificates.

3. An ACO Admin may be returned to the ACO role when the following two 

conditions have been completed:

The inactive ACO has completed a 60-day period of refresher 

experience under the guidance of an active ACO.

The inactive ACO has completed the reaccreditation requirements as 

specified in Reaccreditation of ACOs on page 5-1-3.

Suspension and Reaccreditation of Suspended ACOs

1. An ACO may be suspended from issuing export certificates for any one of 

the following reasons:

Knowingly or deliberately signing a fraudulent export certificate with 

any intentional false statements or misrepresentations relative to the 

export certificate

Making 3 major errors within a 12-month period
Special Procedures: Special Programs • Federal-State Cooperative Export Program

Retesting for Initial or Reaccreditation Training

5-1-8 Export Program Manual 03/2019-26

Repeating the same major error, after counseling, as specified in 

Export Certificate Review Process on page 5-1-4, within a 12-month 

period

2. The regional office will provide a summary of actions taken to ES.

3. ES will change the role within PCIT to ACO Admin or Inactive.

4. In order to be reinstated, the ACO must complete the APHIS initial 

training course on Phytosanitary Certification and pass the test with a 

minimum score of 80%. The suspended ACO may complete the APHIS 

initial training course on Phytosanitary Certification during the 9th month 

of the suspension. The nominee will not be accredited to sign export 

certificates until one year of suspension has been completed.

Retesting for Initial or Reaccreditation Training

1. The candidate is notified of failure to achieve a minimum score of 80%.

2. The candidate is allowed 2 to 45 days to take a retest.

3. If the candidate scores a minimum of 80%, the ACO is now accredited and 

may go to PCIT and print a certificate of accreditation. The accreditation is 

valid for 3 years.

4. If the candidate fails the retest, he/she is allowed 2 to 45 days to take a 

second retest.

5. If the candidate passes the second retest, refer to # 3 on page 5-1-8 above.

6. In initial training, if the candidate fails the second retest, they must

complete another year of regulatory experience, retake the appropriate 

training and examination, and must achieve a minimum score of 80%.

7. In reaccreditation training, if the candidate fails the second retest, they 

must complete a 60-day period of refresher experience under the guidance 

of an active ACO, retake the appropriate training and examination, and 

must achieve a minimum score of 80%.

Maintenance of the Federal-State Cooperative Export Program

The Federal-State Cooperative Export Program is maintained as follows:

1. ES maintains a current list of designated ACOs in PCIT. If there are 

questions concerning eligibility, qualifications, or designation of State 

officials, direct them to ES using the contact protocol in Appendix A on 

page A-1-1.

2. State officials are responsible for notifying the ECS when an ACO retires 

or otherwise separates from State employment. The ECS is responsible for 

updating PCIT with one of the following:
Special Procedures: Special Programs • Federal-State Cooperative Export Program

Memorandum of Understanding (MOU) for the Program

03/2019-26 Export Program Manual 5-1-9

A. ACO admin status: This status allows a user to access and use PCIT but 

is unable to issue or sign export certificates.

B. Inactive status: This status removes all access to PCIT from the user.

3. Inactive ACOs may be returned to the active status when the following 

conditions have been met:

The inactive ACO has completed a 60-day period of refresher 

experience under the guidance of an active ACO.

The inactive ACO has completed the reaccreditation requirements as 

specified in Reaccreditation of ACOs on page 5-1-3.

Memorandum of Understanding (MOU) for the Program

MOU for the Program is a formal document that specifies the responsibilities 

and areas of cooperation mutually understood and agreed to by the State and 

Federal Departments of Agriculture. MOUs are effective when the PPQ 

official signs the agreement. MOUs are renewed every 5 years. The content of 

the MOU is subject to change as directed by ES in collaboration with the ASC. 

Amendments must be formally signed by the SPRO and the representative of 

PPQ. An example of the MOU for the Program follows.
Special Procedures: Special Programs • Federal-State Cooperative Export Program

Memorandum of Understanding (MOU) for the Program

5-1-10 Export Program Manual 03/2019-26

Memorandum of Understanding (MOU)

Between the

{Insert Name of State or Other Entity} (Cooperator)

and the

United States Department Of Agriculture (USDA)

Animal and Plant Health Inspection Service (APHIS)

Plant Protection and Quarantine (PPQ)

Article 1 - Purpose

This MOU provides for cooperative participation between the parties to perform export certification 

of commodities and to expand the system of issuance of export certificates. For the purpose of this 

MOU, export certificates are defined as Phytosanitary Certificate (PPQ Form 577), Export Certificate 

Processed Plant Products (PPQ Form 578), and Phytosanitary Certificate for Re-export (PPQ form 

579). Under the expanded system, these listed certificates will be issued at interior United States 

points of origin, in particular, to cover containerized and door-to-door shipments intended for export. 

This MOU enhances the ability of USDA–APHIS–PPQ to provide export certification to customers.

Article 2 - Background

Historically, export certification was performed at points of export by Federal inspectors. A need 

arose for certification of commodities at interior points of commodity origin. Representatives of 

USDA–APHIS–PPQ and states developed an MOU that provided for export certification at interior 

points of the United States by inspectors from State Departments of Agriculture.

Article 3 - Authorities

Under the Plant Protection Act, as amended, (7 USC §§ 7701 et. seq.) (PPA), the Secretary of 

Agriculture is authorized to issue regulations and orders to prevent, detect, control, eradicate, 

suppress, or retard the spread of plant pests or noxious weeds into or within the United States and to 

cooperate with other Federal agencies or entities, States or political subdivisions of States, national 

governments, local governments of other nations, domestic or international organizations, domestic 

or international associations, and other persons to carry out the purposes of the PPA.

Article 4 - Objectives

This MOU will serve to establish the cooperating parties’ responsibilities under this cooperative 

program and to define in general terms the basis on which the parties concerned will cooperate.

Article 5 - Mutual Responsibilities

The Cooperator and USDA–APHIS–PPQ mutually agree to/understand that:

 A. Overall direction and control of this cooperative program is to be maintained by USDA–

APHIS–PPQ. However, personnel of the Cooperator will remain administratively responsible 

to the Cooperator.
Special Procedures: Special Programs • Federal-State Cooperative Export Program

Memorandum of Understanding (MOU) for the Program

03/2019-26 Export Program Manual 5-1-11

 B. The Cooperator shall be responsible for conducting inspection and certification in accordance 

with the policies, directives, and regulations of USDA–APHIS–PPQ and within the scope of 

the law.

 C. The Cooperator will retain administrative responsibilities for its personnel authorized to 

participate in the program.

 D. The Cooperator will solely issue export certificates listed in Article 1 of this document for 

international commerce.

Article 6 - Cooperator Responsibilities

The Cooperator agrees:

 A. To designate Mr./Ms./Dr.—Insert full name as its authorized representative who shall be 

responsible for collaboratively administering the activities conducted under this MOU.

 B. In conducting the Basic Phytosanitary Export Certification Program to/that:

1. Cooperate with USDA–APHIS–PPQ in the inspection and certification of commodities for 

export.

2. Nominate to USDA–APHIS–PPQ qualified State inspectors to perform inspection and 

certification work.

3. Ensure that nominees for designation as inspectors under this MOU meet or exceed the 

basic requirements as defined in Export Certification regulations, 7 CFR 353.6(b).

4. Submit to USDA–APHIS–PPQ, for review and concurrence, the names and qualifications 

covering those personnel nominated for designation as inspectors.

5. Cooperative personnel authorized to issue export certificates under this MOU shall 

participate, without cost to USDA–APHIS–PPQ, in an initial and reaccreditation training 

program conducted by USDA–APHIS–PPQ.

 C. In conducting the Phytosanitary Field Inspection of Seed Crops Program to/that:

1. Use only those agents that meet or exceed the basic requirements as defined in Export 

Certification regulations, 7 CFR 353.6(a).

2. Provide agents with training and resources in accordance with 7 CFR 353.6(a)(2).

3. Terminate, after notification, an agent’s participation in the inspection activities when the 

agent is identified as not following established procedures for proper recording or reporting 

of pest organisms found.

4. Monitor inspection activities of designated agents during each growing season in 

cooperation with USDA–APHIS–PPQ.

Article 7 - USDA–APHIS–PPQ Responsibilities

USDA–APHIS–PPQ agrees, in conducting the Basic Phytosanitary Export Certification Program, to/

that:
Special Procedures: Special Programs • Federal-State Cooperative Export Program

Memorandum of Understanding (MOU) for the Program

5-1-12 Export Program Manual 03/2019-26

 A. Designate Mr./Ms./Dr.—Insert full name as its authorized representative who shall be 

responsible for collaboratively administering the activities conducted under this MOU.

 B. Provide an Authorized Certification Official Certificate to qualified cooperative personnel who 

have complied with the requirements of Article 6 of this MOU.

 C. Conduct an initial training program for qualified cooperative employees prior to designation.

 D. Provide reaccreditation training every three years for qualified cooperative employees 

designated as an inspector under Article 6 of this MOU.

 E. Provide an online Export Program Manual (XPM), and other necessary information.

 F. Provide program oversight by conducting field audits of facilities and personnel to ensure 

conformance with USDA–APHIS–PPQ regulations, policies, and procedures.

Article 8 - Statement of No Financial Obligation

Signature on this MOU does not constitute a financial obligation on the part of USDA–APHIS–PPQ. 

Each signatory party is to use and manage its own funds in carrying out the purpose of this MOU. 

Transfer of funds or items of value is not authorized under this MOU.

Article 9 - Limitations of Commitment

This MOU and any continuation thereof shall be contingent upon the availability of funds appropriated 

by the Congress of the United States. It is understood and agreed that any monies allocated for 

purposes covered by this MOU shall be expended in accordance with its terms and the manner 

prescribed by the fiscal regulations and/or administrative policies of the party making the funds 

available. If fiscal resources are to transfer, a separate agreement must be developed by the parties.

Article 10 - Congressional Restriction

Under 41 USC 22, no member of, or delegate to, Congress shall be admitted to any share or part of 

this MOU or to any benefit to arise therefrom.

Article 11 - Amendments

This MOU may be amended at any time by mutual agreement of the cooperating parties in writing.

Article 12 - Termination

This MOU may be terminated by either party upon sixty (60) days written notice to the other party.

Article 13 - Effective Date and Duration

This MOU will be in effect upon date of final signature and will continue for five years from the date 

of signature. This MOU shall supersede all previous Memoranda of Understanding for export 

certification between cooperating parties.
Special Procedures: Special Programs • Federal-State Cooperative Export Program

List of Active MOUs for Federal-State Cooperative Programs

03/2019-26 Export Program Manual 5-1-13

List of Active MOUs for Federal-State Cooperative Programs

All States have entered into a MOU for Federal-State Cooperative Program. 

MOUs are in effect for five years. Refer to Table 5-1-1 for a list of active 

Federal-State MOUs.

Table 5-1-1 List of Active Federal-State MOUs (page 1 of 2)

Cooperating State: MOU number: Date expires

Alabama 12-8201-0058-MU 02/19/2023

Alaska 10-8560-1402-MU 07/23/2020

Arizona 12-8504-1527-MU 10/01/2022

Arkansas 11-8440-1508-MU 10/25/2016

California 12-8506-1606-MU 04/15/2023

Colorado 12-8508-1513-MU 03/01/2023

Connecticut 12-8209-0175-MU 01/09/2023

Delaware 12-8210-0179-MU 03/04/2023

Florida 12-8212-0037-MU 02/13/2022

Georgia 18-8213-0038-MU 06/14/2023

Hawaii 10-8510-1326-MU 07/23/2020

Idaho 11-8568-1426-MU 07/12/2020

Illinois 12-8217-0197-MU 02/15/2022

Indiana 18-8218-0176-MU 07/31/2023

Iowa 15-8419-0891-MU 07/13/2020

Kansas 10-8453-1318-MU 07/12/2020

Kentucky 07-8321-0044-MU 01/07/2023

Louisiana 10-8434-1408-MU 07/13/2020

Maine 12-8223-0043-MU 10/16/2022

Maryland 12-8224-0156-MU 02/25/2023

Massachusetts 12-8225-0173-MU 03/06/2023

Michigan 12-8226-0172-MU 08/01/2017

Minnesota 12-8235-0191-MU 04/23/2023

Mississippi 12-8228-0039-MU 02/19/2023

Missouri 14-8429-0031-MU 04/30/2019

Montana 08-8572-0628-MU 07/03/2019

Nebraska 10-8456-1403-MU 02/08/2020

Nevada 10-8576-1292-MU 08/18/2020

New Hampshire 12-8233-0171-MU 03/15/2023

New Jersey 12-8234-0177-MU 02/15/2023

New Mexico 10-8580-1411-MU 07/23/2020

New York 07-8236-0180-MU 09/24/2020

North Carolina 12-8237-0125-MU 02/21/2023
Special Procedures: Special Programs • Federal-State Cooperative Export Program

List of Active MOUs for Federal-State Cooperative Programs

5-1-14 Export Program Manual 03/2019-26

North Dakota 11-8462-1422-MU 02/10/2016

Ohio 12-8239-0170-MU 02/06/2023

Oklahoma 10-8444-1404-MU 07/23/2020

Oregon 14-8541-1716-MU 12/22/2018

Pennsylvania 12-8242-0174-MU 02/09/2017

Rhode Island 12-8244-0181-MU 04/12/2023

South Carolina 12-8245-0041-MU 02/28/2023

South Dakota 09-8459-0097-MU 11/13/2013

Tennessee 12-8347-0042-MU 02/01/2022

Texas 11-8412-1420-MU 02/17/2021

Utah 10-8588-1407-MU 09/09/2020

Vermont 12-8250-0185-MU 02/21/2023

Virginia 12-8251-0178-MU 02/16/2017

Washington 09-8550-0097-MU 03/18/2023

West Virginia 12-8254-0055-MU 02/07/2019

Wisconsin 12-8255-0386-MU 02/28/2023

Wyoming 12-8556-1526-MU 03/12/2017

Table 5-1-1 List of Active Federal-State MOUs (page 2 of 2)

Cooperating State: MOU number: Date expires
12/2013-17 Export Program Manual 5-2-1

Chapter

5 Special Procedures

Special Programs • Lumber Certification

Contents

Introduction 5-2-1

Inspection and Certification Options 5-2-2

Treatment Verification 5-2-2

Examples of Recorded KD/HT Treatments on the PC 5-2-3

KD Inspection Company Marks 5-2-4

Heat Treatment Inspection Company Marks 5-2-9

Kiln Dried Treatment/Heat Treatment Verification 5-2-15

KD Verification 5-2-15

HT Verification 5-2-22

Mill Certification Programs Overview 5-2-23

Heat Treatment of Coniferous Sawn Wood Going to Member States of the 

European Union 5-2-24

Heat Treatment Declaration 5-2-27

Lumber Grading Agencies 5-2-27

Heat Treatment Certification Using a Kiln Facility 5-2-27

Mill Certification Program Responsibilities 5-2-27

Kiln-Dried Coniferous Sawn Wood Going to Non-European Union Member 

States 5-2-29

Lumber Grading Agencies 5-2-32

Mill Certificate of Kiln Drying 5-2-32

Mill Certification Program Responsibilities 5-2-33

Debarking and Grub Hole Control of Coniferous Sawn Wood 5-2-35

Lumber Grading Agencies 5-2-38

Certificate of Debarking and Grub Hole Control 5-2-38

Mill Certification Program Responsibilities 5-2-40

Biannual Audit Checklist for Certification Programs 5-2-42

Introduction

This section provides guidance on lumber certification options, specifically on 

when and how to record Kiln Dried (KD)/Heat treatment (HT) information on 

a Phytosanitary Certificate (PC). These procedures will allow certification with 

or without a physical inspection if certain conditions are met. In addition to this 

guidance, all foreign import requirements must be met before certification. All 

treatment information should be listed in the treatment section of the PC when 

a treatment is required by the importing country. Treatment information should 

not be listed in any other section unless requested in official communication 

from the importing country.
Special Procedures: Special Programs • Lumber Certification

Inspection and Certification Options

5-2-2 Export Program Manual 12/2013-17

Inspection and Certification Options

1. An Authorized Certification Official (ACO) inspects the lumber and issues 

a PC

OR

2. When the following documentation is presented to an ACO, a PC may be 

issued if the documentation meets all import country requirements

A. Certification of treatment and/or milling from a lumber facility 

affiliated with an organization listed in Table 5-2-1 on page 5-2-4 or 

Table Table 5-2-3 on page 5-2-9, OR

B. Certification from a facility in the Mill Certification Program (includes 

certificates shown in Figure 5-2-3 on page 5-2-7, Figure 5-2-4 on page 

5-2-13, or Figure 5-2-5 on page 5-2-14), OR

C. Certification of treatment and/or milling from a facility operating under 

an agreement with USDA–APHIS, State, or county

OR

3. Applicants who are not able to meet options 1 or 2. or who are not under 

an appropriate USDA–APHIS approved CA, must present third party 

verification of kiln/thermocouple certification within the last year, kiln 

records, and a treatment certificate on company letterhead to the ACO.

Treatment Verification

1. Kiln Drying to a specific percentage of moisture content

A. An ACO conducts a physical inspection, reviews kiln charge results, 

and measures the moisture content to ensure it is below 20%, OR

B. A facility operates under the supervision of a PPQ-authorized agency, 

and

a. The ACO conducts a physical inspection and verifies KD marks, if 

required, are from an authorized agency (refer to Table 5-2-1), OR

b. The facility provides a treatment certificate (refer to Figure 5-2-3 or 

Figure 5-2-5) issued by an authorized agency in Table 5-2-1 or 

Table 5-2-3, OR

NOTICE

Refer to verification of markings as listed in Table 5-2-1 on page 5-2-4 and 

Table 5-2-3 on page 5-2-9 to ensure minimum phytosanitary measures have been 

met.
Special Procedures: Special Programs • Lumber Certification

Examples of Recorded KD/HT Treatments on the PC

12/2013-17 Export Program Manual 5-2-3

c. The facility provides a third-party kiln calibration performed within 

the last year and documentation of low moisture content and/or kiln 

charge results and a heat treatment certificate on company letterhead

2. Heat treatment to a specific core temperature for a specific duration

A. A facility operates under the supervision of a PPQ authorized agency, 

and

a. The facility provides a treatment certificate issued by an authorized 

agency in the Mill Certification Program (refer to Figure 5-2-3) 

(must have HT statement addition) and Figure 5-2-4), OR

b. The ACO verifies HT marks, if required, are from an authorized 

agency (refer to Table 5-2-3).

OR

B. A facility not affiliated with a Mill Certification Program organization. 

An ACO reviews thermocouple calibration performed within the last 

year by a third party, documentation of core temperatures and duration 

provided by the facility, and a heat treatment certificate on company 

letterhead.

Examples of Recorded KD/HT Treatments on the PC

Refer to Figure 5-2-1 and Figure 5-2-2 for examples of recorded KD/HT 

treatments on the PC.

NOTICE

Verification may be conducted through inspection of documentation when a physical 

inspection is not required or through a Mill Certification Program as listed in this section. It is not a requirement to add treatment information to the PC unless requested 

by the importing country.

Figure 5-2-1 Example of treatment section on the phytosanitary certificate certifying kiln drying
Special Procedures: Special Programs • Lumber Certification

KD Inspection Company Marks

5-2-4 Export Program Manual 12/2013-17

KD Inspection Company Marks

Figure 5-2-2 Example of treatment section on the phytosanitary certificate certifying heat treatment

NOTICE

Enter treatments according to the examples above for consistency. Please use N/A 

for DATE when the dates of treatments are not provided.

Table 5-2-1 KD Inspection Company Marks (page 1 of 3)

Mark Company

American Institute of Timber Construction

CONTINENTAL

INSPECTION

AGENCY

Continental Inspection Agency, LLC (CI)

OR

Northeastern Lumber Manufacturers Association 

(NeLMA) (two trademarks)
Special Procedures: Special Programs • Lumber Certification

KD Inspection Company Marks

12/2013-17 Export Program Manual 5-2-5

Northern Softwood Lumber Bureau (NSLB)

Pacific Lumber Inspection Bureau (PLIB)

(NOTE: on lumber, expect letters to be inked instead of 

background.)

Redwood Inspection Service (RIS)

Renewable Resource Associates, Inc. (RRA)

(NOTE: underline may not appear.)

Southern Pine Inspection Bureau (SPIB)

Stafford Inspection and Consulting, LLC (SIWP)

Table 5-2-1 KD Inspection Company Marks (page 2 of 3)

Mark Company
Special Procedures: Special Programs • Lumber Certification

KD Inspection Company Marks

5-2-6 Export Program Manual 12/2013-17

Timber Products Inspection (TP)

West Coast Lumber Inspection Bureau (WCLIB)

Western Wood Products Association (WWPA)

Table 5-2-1 KD Inspection Company Marks (page 3 of 3)

Mark Company
Special Procedures: Special Programs • Lumber Certification

KD Inspection Company Marks

12/2013-17 Export Program Manual 5-2-7

Figure 5-2-3 Kiln Dried Treatment Certificate Example
Special Procedures: Special Programs • Lumber Certification

KD Inspection Company Marks

5-2-8 Export Program Manual 12/2013-17

Table 5-2-2 Lumber Grading Agencies Participating in Mill Certification Programs for Heat Treatment 

of Coniferous Sawn Wood

PPQ Region Participating Lumber Grading Agency Lumber Grading Agency Contact

Eastern Northeastern Lumber Manufacturer's Association, Inc.

272 Tuttle Road, P.O. Box 87A

Cumberland Center, ME 04021

Jeff Easterling

Executive Vice President

Phone: 207-829-6901

FAX: 207-829-4293

Renewable Resource Associates, Inc.

860 Johnson Ferry Road

Suite 140 - 194

Atlanta, GA 30342

Lon J. Sibert

President

Phone: 678-528-3734

Cell: 770-330-9416

EFAX: 678-325-7330

Southern Pine Inspection Bureau

4709 Scenic Highway

Pensacola, FL 32504

Tom S. Jones

President

Phone: 850-434-2611

FAX: 850-433-5594

Timber Products Inspection, Inc.

P.O. Box 919

Conyers, GA 30012

David Conner

Lumber Division Director

Phone: 770-922-8000

FAX: 770-922-1290

Western California Redwood Association and Redwood 

Inspection Service

818 Grayson Road, Suite 201

Pleasant Hill, CA 94523

Charles Jourdain

President

Phone: 925-935-1499

FAX: 925-935-1496

Pacific Lumber Inspection Bureau, Inc.

1010 S 336th Street, Suite 300

Federal Way, WA 98003

Jeff Fantozzi

Secretary/General Manager

Phone: 253-835-3344

FAX: 253-835-3371

West Coast Lumber Inspection Bureau

Box 23145

Portland, OR 97281-3145

Skeet Rominger

Executive Vice President

Phone: 503-639-0651

FAX: 503-684-8928

Western Wood Products Association

522 SW Fifth Avenue, Suite 500

Portland, OR 97204-2122

Jim Matthews

Asst. Director of Quality Standards

Phone: 503-224-3930

FAX: 503-224-3934

Timber Products Inspection, Inc.

105 SE 124th Avenue

Vancouver, WA 98684

Casey Dean

Director of Western Operations

Phone: 360-449-3840 x12

FAX: 360-449-3953
Special Procedures: Special Programs • Lumber Certification

Heat Treatment Inspection Company Marks

12/2013-17 Export Program Manual 5-2-9

Heat Treatment Inspection Company Marks

Table 5-2-3 Heat Treatment Inspection Company Marks (page 1 of 4)

Mark Company

American Institute of Timber Construction

(NOTE: on lumber, expect letters to be inked instead of 

background.)

American Wood Inspection Services (AWIS)

Carolina Inspection Services

CONTINENTAL

INSPECTION

AGENCY

Continental Inspection Agency, LLC (CI)

Conway & Robison LLC
Special Procedures: Special Programs • Lumber Certification

Heat Treatment Inspection Company Marks

5-2-10 Export Program Manual 12/2013-17

Export Wood Packaging Inspection Service

LIWP Lee Inspection & Consulting Services, Inc. (LIWP)

Missouri Forest Products Association

(3 options, the 2 pictured and a combination; the graphic 

above only (no words) and the acronym below directly 

underneath the graphic)

OR

Northeastern Lumber Manufacturers Association 

(NeLMA) (two trademarks)

Northern Softwood Lumber Bureau (NSLB)

Packaging Research Laboratory

Table 5-2-3 Heat Treatment Inspection Company Marks (page 2 of 4)

Mark Company
Special Procedures: Special Programs • Lumber Certification

Heat Treatment Inspection Company Marks

12/2013-17 Export Program Manual 5-2-11

Pacific Lumber Inspection Bureau (PLIB)

(NOTE: on lumber, expect letters to be inked instead of 

background.)

Redwood Inspection Service (RIS)

Renewable Resource Associates, Inc. (RRA)

(NOTE: underline may not appear.)

Southern Pine Inspection Bureau (SPIB)

Stafford Inspection and Consulting, LLC (SIWP)

Table 5-2-3 Heat Treatment Inspection Company Marks (page 3 of 4)

Mark Company
Special Procedures: Special Programs • Lumber Certification

Heat Treatment Inspection Company Marks

5-2-12 Export Program Manual 12/2013-17

Timber Products Inspection (TP)

West Coast Lumber Inspection Bureau (WCLIB)

Western Wood Products Association (WWPA)

Wood Research and Development

Table 5-2-3 Heat Treatment Inspection Company Marks (page 4 of 4)

Mark Company
Special Procedures: Special Programs • Lumber Certification

Heat Treatment Inspection Company Marks

12/2013-17 Export Program Manual 5-2-13

Figure 5-2-4 Heat Treatment Certificate Example

HEAT TREATMENT CERTIFICATION 

USING A KILN FACILITY

CERTIFlCATENUMBER

NAME AND ADDRESS OF SUPPLYING MI LL (or as indicated in DESCRIPTION

OF CONSIGNMENT)

NAME AND ADDRESS OF CONSIGNEE

The lumber described below is certified to have undergone an appropriate heat treatment to achieve a minimum wood core temperature of 56 degrees C for 30 minutes.

DESCRIPTION OFCONSIGNMENT VOLUME

INDICATE SPECIES, GRADE MARKS,OR OTIIER IDENTIFYING MARKS. ALSO, INDICATE 

NUMBER OF PACKAGES AND BOARD FEET/CUBIC METERS BY LOT.

This document is is s ued under a program officially approved by the Animal and Plant Health Inspection Service, U.S.Department of Agriculture.

The products covered by this document are subject to pre shipment inspection by that Agency. No financial liability shall be attached to the U.S. Department of

Agriculture or to any officer or representative of the Department with respect to this certificate.

AUTHORIZED PERSON RESPONSIBLE' FOR CERTIFICATION

NAME (PRINT) SIGNATURE DATE

AGENCY VALIDATION

SIGNATURE DATE
Special Procedures: Special Programs • Lumber Certification

Heat Treatment Inspection Company Marks

5-2-14 Export Program Manual 12/2013-17

Figure 5-2-5 PPQ Kiln Treatment Certificate Example
Special Procedures: Special Programs • Lumber Certification

Kiln Dried Treatment/Heat Treatment Verification

12/2013-17 Export Program Manual 5-2-15

Kiln Dried Treatment/Heat Treatment Verification

The following procedures are acceptable for issuing phytosanitary certificates 

and recording the HT/KD treatment in the treatment section of the certificate:

KD Verification

1. Hardwood

A. An ACO will conduct a visual inspection, verify the KD marks on the 

wood or cover, and measure the moisture content to ensure it is below 

20%. The marks must be from companies listed in Table 5-2-1 and 

specifically display KD; OR

B. A facility operates under the MOU PPQ has with the National 

Hardwood Lumber Association (NHLA); phytosanitary certification is 

based on the treatment certificate provided by the facility (refer to 

Figure 5-2-3). Shipments are subject to random phytosanitary 

inspection; OR

C. The Mill Certification Program allows for certifying kiln-dried sawn 

hardwood lumber; refer to Figure 5-2-6 through Figure 5-2-6 for 

details.
Special Procedures: Special Programs • Lumber Certification

Kiln Dried Treatment/Heat Treatment Verification

5-2-16 Export Program Manual 12/2013-17

Figure 5-2-6 Example of MOU for Kiln-Dried Sawn Hardwood Lumber (page 1 of 6)

Agreement No. 07-8100-1173-MU

1

MEMORANDUM OF UNDERSTANDING 

BETWEEN

NATIONAL HARDWOOD LUMBER ASSOCIATION (COOPERATOR) 

AND

UNITED STATES DEPARTMENT OF AGRICULTURE (USDA) 

ANIMAL AND PLANT HEALTH INSPECTION SERVICE (APHIS) 

PLANT PROTECTION AND QUARANTINE (PPQ) 

ARTICLE 1 - PURPOSE 

The purpose of this Memorandum of Understanding (MOU) is to facilitate the 

implementation of an APHIS-approved and industry-issued certification system with 

respect to the Certification of Kiln Drying Sawn Hardwood Lumber. 

ARTICLE 2 – BACKGROUND 

Many foreign countries have adopted measures requiring the kiln drying and certification 

of all sawn hardwood lumber originating in the United States to prevent the introduction 

and establishment of pests. To facilitate exports of bark-free sawn hardwood lumber 

shipments, APHIS initiated this MOU with the National Hardwood Lumber Association 

(NHLA) to develop and oversee the United States Kiln Drying Sawn Hardwood Lumber 

Certification Program. 

ARTICLE 3 - AUTHORITIES 

APHIS is authorized by the Plant Protection Act, Sec. 431 (a), Public Law 106-224, to 

cooperate with other Federal agencies, the governments of foreign countries, international 

organizations or associations, states and their political subdivisions, farmers’ associations 

and similar organizations, and other persons to detect, eradicate, suppress, control, and 

prevent or retard the spread of plant pests and diseases.

ARTICLE 4 – MUTUAL RESPONSIBILITIES 

The Cooperator and APHIS mutually agree/understand to/that: 

1. The overall direction and control of this cooperative program is to be maintained by 

APHIS. Inspection of the sawn hardwood lumber shall be performed by industry-certified 

personnel and shall remain administratively responsible to the NHLA. 

2. The basic control requirement for sawn hardwood lumber under this system is kiln 

drying to the extent that all parts of the lumber have been reduced to less than 20 percent 

moisture by weight. 
Special Procedures: Special Programs • Lumber Certification

Kiln Dried Treatment/Heat Treatment Verification

12/2013-17 Export Program Manual 5-2-17

Figure 5-2-6 Example of MOU for Kiln-Dried Sawn Hardwood Lumber (page 2 of 6)

Agreement No. 07-8100-1173-MU

2

3. Employee(s) responsible for this work will be under the general program direction of 

APHIS and NHLA. Supervision of personnel will be provided by their employing 

organization and they will be subject to their employing organization’s rules and 

regulations, except to the extent that NHLA personnel will conduct inspections following 

USDA regulations and standards. 

ARTICLE 5 – COOPERATOR RESPONSIBILITIES 

The Cooperator agrees to/that: 

1. Designate Mark Barford, Executive Manager, Memphis, Tennessee, as its authorized 

representative who shall be responsible for collaboratively administering the activities 

conducted under this MOU. Mr. Barford can be contacted by telephone at 901.377.1818 

Ext. 101. 

2. Kiln dried sawn hardwood lumber shipments shall be inspected by an industrycertified inspector of the NHLA and subject to the terms of Item 4 below. Kiln dried 

sawn hardwood lumber requirements are regulated by the NHLA Board of Managers.

NHLA inspectors shall ensure that kiln dried sawn hardwood lumber bundles are 

properly numbered and conform to the certification statement that the inspected lumber 

has been kiln dried resulting in all parts of the lumber having a moisture content of less 

than 20% at the conclusion of the kiln drying process. This certification statement 

appears in the body of the Kiln Drying Sawn Hardwood Lumber Certificate. Each 

shipment of kiln dried sawn hardwood lumber shall include a corresponding Kiln Drying 

Sawn Hardwood Lumber Certificate with the manifest. Refer to Attachment 1 for a 

sample Certificate of Kiln Drying, Sawn Hardwood Lumber. 

3. Maintain signed agreements with participating facilities; a register of participating 

facilities, including names of representatives approved to issue Certificates of Kiln 

Drying; a register of employees who are authorized to authenticate the certificates; copies 

of all certificates issued; and a web accessible register of participating facilities and 

corresponding approved representatives for issuing and approving certificates. 

4. Provide on-site inspections to check the capabilities of all participating facilities. The 

inspectors shall inspect each participating facility’s equipment and the skills of the kiln 

operators. The inspectors shall be skilled with all four kiln types: direct heat, indirect 

heat, direct steam, and indirect steam. Monthly reviews of the individual Kiln Drying 

Certification Program shall be made through regular quality control checks by the 

Cooperator. Additionally: 

 4.1. Inspections shall be performed by industry-certified inspectors that are 

independent of the treatment facilities and thoroughly competent in the inspection of 

kilns and the species of wood being inspected. 

 4.2. Inspections of participating facilities and treated inventory shall be performed in 

each month that a shipment is scheduled. The Cooperator ensures that facilities will 
Special Procedures: Special Programs • Lumber Certification

Kiln Dried Treatment/Heat Treatment Verification

5-2-18 Export Program Manual 12/2013-17

Figure 5-2-6 Example of MOU for Kiln-Dried Sawn Hardwood Lumber (page 3 of 6)

Agreement No. 07-8100-1173-MU

3

request inspections as necessary. The inspections shall consist of document 

verification, including the board feet amount of kiln dried (KD) lumber produced each 

month; kiln treatment records review; moisture testing and lot number verification on 

the bundle bands of a representative sample of the facility’s production inventory at the 

time of inspection; review of inspection and segregation practices of treated wood; and 

provide written reports to the inspected facility. 

 4.2.1. When the first audit results in failure/reported non-compliance of a certified 

facility: 

 4.2.1.1 The inspector shall notify the non-compliant facility with a letter of 

non-compliance within three (3) business days of inspection. 

 4.2.1.2 Within 15 days of the written non-compliant notification to the 

inspected facility, the inspector shall submit a written analysis of the problem 

and proposed solutions to the non-compliant facility. 

 4.2.1.3 The non-compliant facility will be re-inspected 45 calendar days after 

the written non-compliant notification to determine if the proposed solutions 

have been implemented by the inspected facility and are sufficient to resolve 

the non-compliance issues. 

 4.2.2. If during the 45-day re-inspection period, a second audit results in 

failure/reported non-compliance, the facility shall be removed from the certification 

program. One year after removal from the certification program, a facility may reapply for certification. 

5. Ensure that inspected facilities make files and records, including inspection reports, 

relating to APHIS certification responsibilities as outlined in Article 6 available for 

review by APHIS.

6. Retain inspection records for three years after the close of the Federal fiscal year in 

which the inspection occurred. 

ARTICLE 6 – APHIS RESPONSIBILITIES 

APHIS agrees to/that: 

1. Designate John Tyrone Jones, II, Export Specialist, as its authorized representative 

who shall be responsible for collaboratively administering the activities conducted under 

this MOU. Mr. Jones can be reached at 301.734.8860. 

2. Complete an audit of the NHLA Program annually. A written report of audit findings 

will be submitted to the NHLA within 21 business days after completion of the audit. 
Special Procedures: Special Programs • Lumber Certification

Kiln Dried Treatment/Heat Treatment Verification

12/2013-17 Export Program Manual 5-2-19

Figure 5-2-6 Example of MOU for Kiln-Dried Sawn Hardwood Lumber (page 4 of 6)

Agreement No. 07-8100-1173-MU

4

3. As part of the bi-annual inspections, APHIS will ensure that agencies independent of 

the mills (product) have been approved by the NHLA Board of Managers as lumber 

grading agencies and that their inspectors are industry-certified. Each lumber grading 

agency must have met the resource and checks and balance requirements of the NHLA 

Board of Managers in order to qualify as a lumber grading agency. Additionally, the 

APHIS inspector will review the files and records of the industry-certified inspectors and 

that the industry-certified inspectors have been fully trained and certified by the NHLA.

Training for industry-certified inspectors includes the proper calibration of the kiln; 

placement and number of probes; use of moisture meters; proper recording and filing of 

product and inspection information; positioning of product within the kiln; storage of the 

product; review of shipment documentation; verification of training documentation and 

competence; and identifying suspect (fraudulent) shipment documentation. 

4. Monitor the certification system for conformance by conducting bi-annual inspections 

(minimum) at participating facilities as well as corresponding points of export. Local 

PPQ officers will be responsible for scheduling the bi-annual inspections. Regional and 

headquarters staff will verify completion of the bi-annual inspections and maintain the 

inspection schedule records.

5. Generate and distribute inspection reports to the inspected facility; the respective PPQ 

regional office; and to the Phytosanitary Issues Management Office at headquarters in 

Riverdale, MD. Facilities failing inspection shall receive a written preliminary inspection 

report within seven (7) days of the inspection. The inspection report shall include 

recommendations to achieve compliant status. Final and complete reports shall be 

distributed to the aforementioned parties within 21 business days after completion of the 

audit.

ARTICLE 7 – STATEMENT OF NO FINANCIAL OBLIGATION 

Signature of this MOU does not constitute a financial obligation on the part of APHIS. 

Each signatory party is to use and manage its own funds in carrying out the purpose of 

this MOU. Transfers of funds or items of value are not authorized under this MOU. 

ARTICLE 8 – LIMITATIONS OF COMMITMENT 

This MOU and any continuation thereof shall be contingent upon the availability of funds 

appropriated by the Congress of the United States. It is understood and agreed that any 

monies allocated for purposes covered by this MOU shall be expended in accordance 

with its terms and the manner prescribed by the fiscal regulations and/or administrative 

policies of the party making the funds available. If fiscal resources are to transfer, a 

separate agreement must be developed by the cooperating parties. 
Special Procedures: Special Programs • Lumber Certification

Kiln Dried Treatment/Heat Treatment Verification

5-2-20 Export Program Manual 12/2013-17

Figure 5-2-6 Example of MOU for Kiln-Dried Sawn Hardwood Lumber (page 5 of 6)

Agreement No. 07-8100-1173-MU

5

ARTICLE 9 – CONGRESSIONAL RESTRICTION 

Under 41 USC 22, no member of, or delegate to, Congress shall be admitted to any share 

or part of the MOU or to any benefit to arise there from. 

ARTICLE 10 – AMENDMENTS 

This MOU may be amended at any time by mutual agreement of the parties in writing. 

ARTICLE 11 – TERMINATION 

This MOU may be terminated by either party upon thirty (30) days written notice to the 

other party. 

ARTICLE 12 - EFFECTIVE DATE AND DURATION 

This MOU will become effective upon date of final signature and will continue for a 

period of five years. 

NATIONAL HARDWOOD LUMBER ASSOCIATION 

________________________________________________ __________________

Mark Barford Date 

Executive Manager 

UNITED STATES DEPARTMENT OF AGRICULTURE 

ANIMAL AND PLANT HEALTH INSPECTION SERVICE 

PLANT PROTECTION AND QUARANTINE 

_______________________________________________ ___________________ 

Paul R. Eggert Date 

Associate Deputy Administrator 
Special Procedures: Special Programs • Lumber Certification

Kiln Dried Treatment/Heat Treatment Verification

12/2013-17 Export Program Manual 5-2-21

Figure 5-2-6 Example of MOU for Kiln-Dried Sawn Hardwood Lumber (page 6 of 6)

Agreement No. 07-8100-1173-MU

6

 Attachment 1 

No. of Bundles___________________ Bundle No___________________ | 
Special Procedures: Special Programs • Lumber Certification

Kiln Dried Treatment/Heat Treatment Verification

5-2-22 Export Program Manual 12/2013-17

D. An ACO verifies the treatment meets the required temperature and 

duration at the facility, as outlined in chapter 7 of the Dry Kiln 

Operators Manual. The facility must provide a copy of a kiln 

certification (calibration) performed in the last year and validation of 

low moisture content. Phytosanitary certification is based on the 

verification of kiln inspection, the ACO’s verification of treatment, 

recorded results, and the provided validation of moisture content.

2. Softwood

A. An ACO will conduct a visual inspection, verify KD marks on the 

wood, and measure the moisture content to ensure it is below 20%. The 

marks must be from inspection agencies listed in Table 5-2-1 and 

specifically display KD; OR

B. An ACO verifies the treatment meets the required temperature and 

duration at the facility, as outlined in chapter 7 of the Dry Kiln 

Operators Manual. The facility must provide a copy of a kiln 

certification (calibration) performed in the last year and validation of 

low moisture content. Phytosanitary certification is based on the 

treatment certificate, the ACO’s verification of treatment, recorded 

results, and the provided validation of moisture content.

Refer to Figure 5-2-1 for an example of the treatment section on the PC 

certifying kiln drying.

HT Verification

1. Hardwood

A. A facility operates under the MOU PPQ has with the National 

Hardwood Lumber Association (NHLA); Phytosanitary certification is 

based the treatment certificate provided by the facility; stipulating the 

heat treatment in the Description of Consignment section (refer to 

Figure 5-2-6). Shipments are subject to random phytosanitary 

inspection. OR

B. An ACO verifies the treatment meets the required core temperature at 

the facility. The facility must provide a copy of a thermocouple 

certification performed in the last year. Phytosanitary certification is 

based on the verification of the thermocouple inspection, the ACO’s 

verification of the treatment and recorded results.
Special Procedures: Special Programs • Lumber Certification

Mill Certification Programs Overview

12/2013-17 Export Program Manual 5-2-23

2. Softwood

A. An ACO will conduct a visual inspection and verify the HT marks on 

the wood. The marks must be from inspection agencies listed in 

Table 5-2-3; OR

B. A facility operates under the MOU PPQ has with the lumber grading 

agencies (refer to Table 5-2-2); phytosanitary certification is based on 

the treatment certificate provided by the facility (refer to Figure 5-2-4). 

Shipments are subject to random phytosanitary inspection; OR

C. An ACO verifies the treatment meets the required core temperature at 

the facility. The facility must provide a copy of a thermocouple 

certification performed in the last year. Phytosanitary certification is 

based on the verification of the thermocouple inspection, the ACO’s 

verification of the treatment and recorded results.

Refer to Figure 5-2-4 for an example of the treatment section on the PC 

certifying heat treatment.

Mill Certification Programs Overview

These special procedures provide information about the Memorandums of 

Understanding (MOUs) PPQ has initiated with numerous lumber grading 

agencies, who provide the oversight of Mill Certification Programs. The 

purpose of the MOUs is to facilitate exports of coniferous sawn wood and to 

address the export concerns of the importing country.

Coniferous sawn wood is an important export from the U.S., which is highly 

regulated because of various pests, including the pine wood nematode, 

Bursaphelenchus xylophilus. Therefore, the MOUs establish how the wood 

products will be inspected and treated at the mill and the documentation that 

the mill will supply to PPQ for export certification of coniferous sawn wood.

Two of the MOUs eliminate the need to issue a PPQ Form 577 for coniferous 

sawn wood and allow participating lumber mills to issue their own certification 

for kiln dried coniferous lumber going to Member States of the European 

Union. The two MOUs are for the following situations:

Coniferous sawn wood using heat treatment certification

Debarking and grub hole control of coniferous sawn wood

Mill Certification Programs for coniferous sawn wood use the MOUs listed 

below and further detail:

Heat Treatment of Coniferous Sawn Wood Going to Member States of the 

European Union on page 5-2-24
Special Procedures: Special Programs • Lumber Certification

Heat Treatment of Coniferous Sawn Wood Going to Member States of the European Union

5-2-24 Export Program Manual 12/2013-17

Kiln-Dried Coniferous Sawn Wood Going to Non-European Union 

Member States on page 5-2-29

Debarking and Grub Hole Control of Coniferous Sawn Wood on page 

5-2-35

Biannual Audit Checklist for Certification Programs on page 5-2-42

Kiln Certification on page 5-2-43

Heat Treatment of Coniferous Sawn Wood Going to Member States 

of the European Union

The Mill Certification Program for heat treatment of coniferous sawn wood 

going to Member States of the European Union is the most widespread of the 

Mill Certification Programs. This program provides an industry certification 

system that is officially approved to meet the phytosanitary import 

requirements of the European Union for coniferous wood from the U.S.

Refer to Figure 5-2-7 and Figure 5-2-7 for an example of an MOU for a Mill 

Certification Program for heat treatment of coniferous sawn wood going to 

Member States of the European Union.

Export shipments of wood from lumber mills that are not participating in a 

Mill Certification Program may be certified to Member States of the European 

Union with PPQ Form 577, if the mill meets the criteria specified in the export 

summary for the European Union.

NOTICE

Advise applicants that shipments may be rejected or destroyed at destination if the 

wood has not been sawn or kiln dried and heat treated, and is not accompanied by 

the proper certificate.
Special Procedures: Special Programs • Lumber Certification

Heat Treatment of Coniferous Sawn Wood Going to Member States of the European Union

12/2013-17 Export Program Manual 5-2-25

Figure 5-2-7 Example of MOU for Mill Certification Program for Heat Treatment of Coniferous Sawn 

Wood Going to European Union Member States (page 1 of 2)

3.2-34-85-0254-MU 

MEMORANDUM OF UNDERSTANDING 

BETWEEN THE 

[ASSOCIATION] 

AND THE 

UNITED STATES DEPARTMENT OF AGRICULTURE 

ANIMAL AND PLANT HEALTH INSPECTION SERVICE 

PLANT PROTECTION AND QUARANTINE (APHIS) 

ARTICLE 1 

The Memorandum facilitates the implementation of an officially approved industry certification system to satisfy the 

legislation of the European Community derived from Plant Health Directive 77/93/EEC, as amended, with respect to 

heat treatment of coniferous sawn wood destined to the European Union. 

ARTICLE 2 

Authority exists under the Plant Protection Act of Section 431 (a), Public Law 106-224, for the Secretary of 

Agriculture to cooperate with the States of political subdivisions thereof, fam1ers' associations, and similar 

organizations, and individuals to detect, eradicate, suppress, control, or to prevent or retard the spread of plant pests 

and plant diseases, including the export certification of domestic plants and plant products. 

ARTICLE 3 

The cooperating parties agree that: 

a. The overall direction and control of this cooperative program is to be maintained by APHIS. Inspectional personnel 

shall remain administratively responsible to the Association. 

b. The basic control requirement for coniferous sawn wood under this system is heat treating/kiln drying to the extent 

that all parts of the wood, including the core, have reached a temperature of at least 133 degrees F (56 degrees C) for 

30 minutes. 

ARTICLE 4 

The Association agrees to/that: 

a. Heat treated/kiln dried coniferous sawn wood shipments shall be inspected by an approved representative of the 

Association and, subject to the terms of Article 4.c, below, shall be certified as confirming to the certification statement 

imprinted on the Heat Treatment Certification Using a Kiln Facility Certificate. A sample of this certificate is annexed 

to this Document. 

b. Shipments of coniferous sawn wood moving into export channels that have been heat treated/kiln dried according to 

the requirements of this system shall have bundles of coniferous wood in the shipment marked "HT" or "KD" at the 

preparing mill. 

c. Maintain signed agreements with participating mills, a register of participating mills, a registry of employees/agents 

to issue the Heat Treatment Certification Using a Kiln Facility Certificate, a register of agency employees who are 

authorized to authenticate such certificates, and copies of all certificates issued. 

d. Provide mill inspector training to all participating mills. Monthly review of the individual mill certification program 

shall be made through regular quality control checks by the Association. 

e. Make files and records available for review by APHIS in carrying out its responsibilities outlined in Article 5. 

Records will be retained for 3 years after the close of the Federal fiscal year. 

ARTICLE 5 

APHIS agrees to monitor the certification system for conformance by conducting random biannual inspections 

(minimally) at participating companies and at points of export and by reviews Lumber Grading Agency files and 

records. 
Special Procedures: Special Programs • Lumber Certification

Heat Treatment of Coniferous Sawn Wood Going to Member States of the European Union

5-2-26 Export Program Manual 12/2013-17

Figure 5-2-7 Example of MOU for Mill Certification Program for Heat Treatment of Coniferous Sawn 

Wood Going to European Union Member States (page 2 of 2)
Special Procedures: Special Programs • Lumber Certification

Heat Treatment of Coniferous Sawn Wood Going to Member States of the European Union

12/2013-17 Export Program Manual 5-2-27

Heat Treatment Declaration

These special procedures cover the export certification of wood and wood 

products requiring a heat treatment declaration.

ACOs may record an unmonitored heat treatment on an export certificate when 

the following conditions apply:

The material presented can be verified as the material represented on the 

certificate (lot numbers, board feet, etc.); and

The material is from a mill approved by the USDA

Lumber Grading Agencies

Official control of Mill Certification Programs is maintained through MOUs 

established between PPQ and lumber grading agencies. The participating 

lumber grading agencies formulate, publish, and maintain grading rules, and 

provide inspection facilities for softwood under the provisions of the American 

Softwood Lumber Standard.

Refer to Table 5-2-2 for a list of the lumber grading agencies participating in 

Mill Certification Programs for heat treatment of coniferous sawn wood going 

to Member States of the European Union.

Heat Treatment Certification Using a Kiln Facility

Lumber exported under a Mill Certification Program for heat treatment of 

coniferous sawn wood going to Member States of the European Union must be 

accompanied by a mill certificate, “Heat Treatment Certification Using a Kiln 

Facility.” The mill certificate attests that the wood has been properly heat treated.

Only sawn wood that has been kiln dried according to the provisions of the 

American Softwood Lumber Standard may be exported under this Mill 

Certification Program.

Refer to Figure 5-2-4 for an example of Heat Treatment Certification Using a 

Kiln Facility.

Mill Certification Program Responsibilities

When an MOU establishes a Mill Certification for heat treatment of coniferous 

sawn wood going to Member States of the European Union, the lumber 

grading agencies, the participating lumber mills, and the PPQ regional offices 

each have stipulated responsibilities. These program responsibilities are listed 

below for the following:

Lumber Grading Agencies on page 5-2-28

Lumber Mills on page 5-2-28

PPQ Regional Offices on page 5-2-28
Special Procedures: Special Programs • Lumber Certification

Heat Treatment of Coniferous Sawn Wood Going to Member States of the European Union

5-2-28 Export Program Manual 12/2013-17

Lumber Grading Agencies

The responsibilities of lumber grading agencies, as stipulated in the MOUs, are 

as follows:

Perform a monthly check of Mill Certification Program’s quality control

Maintain copies of issued certificates

Maintain a list of designated personnel at each participating lumber mill 

who are approved to issue mill certificates

Maintain signed agreements with participating lumber mills

Provide training to participating lumber mills’ inspectors

Validate mill certificates

Lumber Mills

The responsibilities of participating lumber mills, as stipulated under the 

MOUs, are as follows:

Designate personnel to issue mill certificates (Heat Treatment 

Certification Using a Kiln Facility on page 5-2-27)

Send issued mill certificates to the lumber grading agency for final review 

and validation

Treat all shipments of coniferous sawn wood moving under a Mill 

Certification Program according to the American Softwood Lumber 

Standard for heat-treated or kiln-dried wood

PPQ Regional Offices

The responsibilities of the designated PPQ regional offices are as follows:

Conduct biannual audits of each lumber grading agency for which an 

MOU is signed and of its participating lumber mills (also refer to 

Biannual Audit Checklist for Certification Programs on page 5-2-42)

Meet with each lumber grade agency and participating lumber mills to 

review documentation

Confirm at participating lumber mills or at points of export that the 

shipments of coniferous sawn wood moving under a Mill Certification 

Program are meeting its conditions

Collect and submit to Export Services (ES) the results of the biannual 

audit by October 1 of each year (refer to Figure 5-2-11 for an example 

of a Biannual Audit Checklist for the Wood Mill Certification 

Programs)
Special Procedures: Special Programs • Lumber Certification

Kiln-Dried Coniferous Sawn Wood Going to Non-European Union Member States

12/2013-17 Export Program Manual 5-2-29

Designate personnel to conduct biannual audits and randomly inspect 

lumber grade agencies and their lumber mills participating in a Mill 

Certification Program

Maintain in the regional office those MOUs for Mill Certification 

Programs established in the region

Randomly inspect for conformance to the Mill Certification Program 

participating lumber mills and shipments of wood at points of export

Randomly review the files and records of participating lumber grading 

agencies

Audit results are used to support Mill Certification Programs when 

foreign countries inquire about program validity

Kiln-Dried Coniferous Sawn Wood Going to Non-European Union 

Member States

MOUs and Mill Certification Programs established for kiln-dried coniferous 

sawn wood going to non-European Union Member States are similar to those 

previously mentioned (for coniferous sawn wood going to Member States of 

the European Union), yet are different in that they cover only kiln-dried 

coniferous sawn wood.

Wood that has been heat treated or merely debarked is not authorized under 

these MOUs.

Refer to Figure 5-2-8 for an example of an MOU for kiln-dried coniferous 

sawn wood.
Special Procedures: Special Programs • Lumber Certification

Kiln-Dried Coniferous Sawn Wood Going to Non-European Union Member States

5-2-30 Export Program Manual 12/2013-17

Figure 5-2-8 Example of MOU for Kiln Dried Coniferous Sawn Wood (page 1 of 2)
Special Procedures: Special Programs • Lumber Certification

Kiln-Dried Coniferous Sawn Wood Going to Non-European Union Member States

12/2013-17 Export Program Manual 5-2-31

Figure 5-2-8 Example of MOU for Kiln Dried Coniferous Sawn Wood (page 2 of 2)
Special Procedures: Special Programs • Lumber Certification

Kiln-Dried Coniferous Sawn Wood Going to Non-European Union Member States

5-2-32 Export Program Manual 12/2013-17

Lumber Grading Agencies

PPQ established MOUs with lumber grading agencies to facilitate the export 

certification of kiln dried coniferous sawn wood going to non-European Union 

Member States. Refer to Table 5-2-4 for a list of participating lumber grading 

agencies.

Mill Certificate of Kiln Drying

All shipments of kiln-dried coniferous sawn wood certified under these MOUs 

must have mill certificates validated by a participating lumber grading agency. 

The mill certificates must be presented to PPQ for conversion to PPQ Form 

577 (refer to Figure 5-2-5 for an example of a Mill Certificate of Kiln Drying).

Table 5-2-4 Lumber Grading Agencies Participating in Mill Certification Programs for Kiln Drying of 

Coniferous Sawn Wood

Lumber Grading Agency Lumber Grading Agency Contact

Northeastern Lumber Manufacturers Association (NeLMA)

272 Tuttle Rd., P.O. Box 87A

Cumberland Center, ME 04021

Jeff Easterling

Executive Vice President

Phone: 207-829-6901

FAX: 207-829-4293

Pacific Lumber Inspection Bureau Inc.

1010 S 336th Street, Suite 300

Federal Way, WA 98003

Jeff Fantozzi

Secretary/General Manager

Phone: 253-835-3344

FAX: 253-746-5522

Renewable Resource Associates, Inc.

860 Johnson Ferry Road

Suite 140 - 194

Atlanta, GA 30342

Lon J. Sibert

President

Phone: 678-528-3734

Cell: 770-330-9416

FAX: 678-325-7330

Southern Pine Inspection Bureau

4709 Scenic Highway

Pensacola, FL 32504-9094

Bob Browder

Director

Phone: 850-434-2611

FAX: 850-433-5594

Timber Products Inspection, Inc.

P.O. Box 919

Conyers, GA 30012

David Conner

Lumber Division

Phone: 770-922-8000

FAX: 770-922-1290

West Coast Lumber Inspection Bureau

P.O. Box 23145

Portland, OR 97281-3145

Skeet Rominger

Executive Vice President

Phone: 503-639-0651

FAX: 503-684-8928

Western Wood Products Association

522 SW Fifth Avenue, Suite 500

Portland, OR 97204-2122

Kevin Binam

President

Phone: 503-224-3930

FAX: 503-224-3934
Special Procedures: Special Programs • Lumber Certification

Kiln-Dried Coniferous Sawn Wood Going to Non-European Union Member States

12/2013-17 Export Program Manual 5-2-33

Mill Certification Program Responsibilities

When an MOU is entered into establishing a Mill Certification Program for 

kiln drying of coniferous sawn wood moving to non-European Member States, 

the lumber grading agencies, the lumber mills, and PPQ each have stipulated 

responsibilities. These program responsibilities are listed below for the 

following:

Lumber Grading Agencies on page 5-2-33

Lumber Mills on page 5-2-33

PPQ Duty Stations on page 5-2-34

PPQ Regional Offices on page 5-2-34

Lumber Grading Agencies

The responsibilities of lumber grading agencies are essentially the same as 

those listed for coniferous sawn wood going to Member States of the European 

Union, except that lumber grading agencies return mill certificates to the 

lumber mill for conversion to PPQ Form 577s. The lumber grading agencies’ 

responsibilities are as follows:

Perform a monthly check of the Mill Certification Program’s quality 

control

Maintain copies of issued certificates

Maintain a list of designated personnel at each lumber mill who are 

approved to issue mill certificates

Maintain signed agreements with participating lumber mills

Provide training to participating lumber mills’ inspectors

Return to lumber mills the validated mill certificates for conversion to 

PPQ Form 577s by PPQ

Validate mill certificates issued by participating lumber mills

Lumber Mills

The responsibilities of participating lumber mills are as follows:

Certify shipments are using a Mill Certificate of Kiln Drying for kilndried coniferous wood being exported to non-European Union Member 

States

Designate personnel to issue mill certificates

Present validated mill certificates to PPQ for conversion to PPQ Form 

577s

Send issued mill certificates to the lumber grading agency for final review 

and validation
Special Procedures: Special Programs • Lumber Certification

Kiln-Dried Coniferous Sawn Wood Going to Non-European Union Member States

5-2-34 Export Program Manual 12/2013-17

PPQ Duty Stations

The responsibilities of PPQ Duty Stations are as follows:

Issue PPQ Form 577s for those shipments of kiln-dried coniferous sawn 

wood covered by properly validated mill certificates

Retain copies of validated mill certificates as supporting documentation 

for issued PPQ Form 577s

Review validated mill certificates

Verify that lumber grading agencies are participating in Mill Certification 

Programs

PPQ Regional Offices

The responsibilities of the designated PPQ regional offices are as follows:

Conduct biannual audits of each lumber grading agency for which an 

MOU is signed and its participating lumber mills (also refer to Biannual 

Audit Checklist for Certification Programs on page 5-2-42)

Meet with each lumber grading agency and participating lumber mills 

to review documentation

Confirm at participating lumber mills or at points of export that the 

shipments of coniferous sawn wood moving under a Mill Certificate 

Program are meeting its conditions

Collect and submit to ES the results of the biannual audit by October 1 

of each year (refer to Figure 5-2-11 for an example of a Biannual 

Audit Checklist for the Wood Mill Certification Programs)

Designate personnel to conduct biannual audits and randomly inspect 

lumber grade agencies and their lumber mills participating in a Mill 

Certification Program

Maintain in the regional office those MOUs for Mill Certification 

Programs established in the region

Randomly inspect for conformance to the Mill Certification Program 

participating lumber mills and shipments of wood at points of export

Randomly review the files and records of participating lumber grading 

agencies

Audit results are used to support Mill Certification Programs when 

foreign countries inquire about program validity
Special Procedures: Special Programs • Lumber Certification

Debarking and Grub Hole Control of Coniferous Sawn Wood

12/2013-17 Export Program Manual 5-2-35

Debarking and Grub Hole Control of Coniferous Sawn Wood

The Mill Certification Program for debarking and grub control of coniferous 

sawn wood allows for certifying air-dried coniferous sawn wood or kiln-dried 

sawn wood of Thuja spp. going to Member States of the European Union (refer 

to Figure 5-2-9 on page 5-2-36 and page 5-2-37 for an example of an MOU for 

debarking and grub control of coniferous sawn wood.)
Special Procedures: Special Programs • Lumber Certification

Debarking and Grub Hole Control of Coniferous Sawn Wood

5-2-36 Export Program Manual 12/2013-17

Figure 5-2-9 Example of MOU for Debarking and Grub Control of Coniferous Sawn Wood (page 1 of 2)
Special Procedures: Special Programs • Lumber Certification

Debarking and Grub Hole Control of Coniferous Sawn Wood

12/2013-17 Export Program Manual 5-2-37

Figure 5-2-9 Example of MOU for Debarking and Grub Control of Coniferous Sawn Wood (page 2 of 2)
Special Procedures: Special Programs • Lumber Certification

Debarking and Grub Hole Control of Coniferous Sawn Wood

5-2-38 Export Program Manual 12/2013-17

Lumber Grading Agencies

Refer to Table 5-2-5 for a list of lumber grading agencies participating in the 

Mill Certification Program for debarking and grub control of coniferous sawn 

wood. These lumber grading agencies may certify air-dried coniferous sawn 

wood or kiln-dried sawn wood of Thuja spp.

Certificate of Debarking and Grub Hole Control

This Mill Certification Program allows for the certification of debarking and 

grub hole control for coniferous sawn wood of only Thuja spp. going to 

Member States of the European Union. Air-dried coniferous sawn wood must

have mill certification that the wood is free from bark and grub holes larger 

than 3 millimeters in diameter. The mill certificates must be presented to PPQ 

for conversion to PPQ Form 577 (refer to Figure 5-2-10 for an example of the 

Certificate of Debarking and Grub Hole Control).

Table 5-2-5 List of Lumber Grading Agencies Participating in Mill Certification Programs for Kiln 

Drying, Debarking, and Grub Hole Control

Lumber Grading Agency Lumber Grading Agency Contact

California Redwood Association and Redwood Inspection 

Service

405 Enfrente Drive, #200

Novato, CA 94949

Christopher Grover

Executive Vice President

Phone: 415-382-0662

FAX: 415-382-8531

Pacific Lumber Inspection Bureau Inc.

1010 S 336th Street, Suite 300

Federal Way, WA 98003

Jeff Fantozzi

Secretary/General Manager

Phone: 253-835-3344

FAX: 253-835-3371

West Coast Lumber Inspection Bureau

Box 23145

Portland, OR 97281-3145

Skeet Rominger

Executive Vice President

Phone: 503-639-0651

FAX: 503-684-8928

Western Wood Products Association

522 SW Fifth Avenue, Suite 500

Portland, OR 97204-2122

Jim Matthews

Assistant Director of Quality Standards

Phone: 503-224-3930

FAX: 503-224-3934

Timber Products Inspection, Inc.

P.O. Box 20455

Portland, OR 97220

Casey Dean

Chief Lumber Inspector

Phone: 503-254-0204

FAX: 503-252-9267
Special Procedures: Special Programs • Lumber Certification

Debarking and Grub Hole Control of Coniferous Sawn Wood

12/2013-17 Export Program Manual 5-2-39

Figure 5-2-10 Example of Certificate of Debarking and Grub Hole Control
Special Procedures: Special Programs • Lumber Certification

Debarking and Grub Hole Control of Coniferous Sawn Wood

5-2-40 Export Program Manual 12/2013-17

Mill Certification Program Responsibilities

When an MOU is entered into to establish a Mill Certification Program for 

debarking and grub hole control of Thuja spp. going to Member States of the 

European Union, the lumber grading agency, the participating lumber mills, 

and the PPQ offices each have stipulated responsibilities. These program 

responsibilities are listed below for the following:

Lumber Grading Agencies on page 5-2-40

Lumber Mills on page 5-2-40

PPQ Duty Stations on page 5-2-41

PPQ Regional Offices on page 5-2-41

Lumber Grading Agencies

The responsibilities of lumber grading agencies are as follows:

Perform a monthly check of the Mill Certification Program’ quality 

control

Maintain copies of issued certificates

Maintain a list of designated personnel at each participating lumber mill 

who are approved to issue mill certificates

Maintain signed agreements with participating lumber mills

Provide training to participating lumber mills’ inspectors

Validate mill certificates issued by participating lumber mills

Lumber Mills

The responsibilities of participating lumber mills are as follows:

Certify unseasoned or air-dried coniferous sawn wood as meeting the 

requirements of the foreign country using a Certificate of Debarking and 

Grub Hole Control

Designate personnel to issue mill certificates

Inspect unseasoned or air-dried coniferous sawn wood 

Send issued mill certificates to the lumber grading agency for final review 

and validation
Special Procedures: Special Programs • Lumber Certification

Debarking and Grub Hole Control of Coniferous Sawn Wood

12/2013-17 Export Program Manual 5-2-41

PPQ Duty Stations

The responsibilities of PPQ Duty Stations are as follows:

Issue PPQ Form 577s for those shipments of kiln-dried coniferous sawn 

wood covered by properly validated mill certificates

Retain copies of validated mill certificates as supporting documentation 

for issued PPQ Form 577s

Review validated mill certificates

Verify that lumber grading agencies are participating in Mill Certification 

Programs

PPQ Regional Offices

The responsibilities of the designated PPQ regional offices are as follows:

Conduct biannual audits of each lumber grading agency for which an 

MOU is signed and of its participating lumber mills (also refer to 

Biannual Audit Checklist for Certification Programs on page 5-2-42) as 

follows:

Meet with each lumber grade agency and participating lumber mills to 

review documentation

Confirm at participating lumber miles or at points of export that the 

shipments of coniferous sawn wood moving under a Mill Certificate 

Program are meeting its conditions

Collect and submit to ES the results of the biannual audit by October 1 

of each year (refer to Figure 5-2-11 for an example of a Biannual 

Audit Checklist for the Wood Mill Certification Programs)

Designate personnel to conduct biannual audits and randomly inspect 

lumber grade agencies and their lumber mills participating in a Mill 

Certification Program

Maintain in the regional office those MOUs for Mill Certification 

Programs established in the region

Randomly inspect conformance to the Mill Certification Program 

participating lumber mills and shipments of wood at points of export for

Randomly review the files and records of participating lumber grading 

agencies

Audit results are used to support Mill Certification Programs when 

foreign countries inquire about program validity
Special Procedures: Special Programs • Lumber Certification

Biannual Audit Checklist for Certification Programs

5-2-42 Export Program Manual 12/2013-17

Biannual Audit Checklist for Certification Programs

Refer to Figure 5-2-11 for an example of a Biannual Audit Checklist for Mill 

Certification Programs.

Figure 5-2-11 Example of Biannual Audit Checklist for Mill Certification Programs
Special Procedures: Special Programs • Lumber Certification

Kiln Certification

12/2013-17 Export Program Manual 5-2-43

Kiln Certification

For guidance on kiln certification, APHIS recognizes the U.S. Forest Service, 

Forest Products Laboratory, Chapter 04 Inspection and Maintenance of Dry 

Kilns and Equipment in the USDA Agricultural Handbook AH-188: Dry Kiln 

Operator’s Manual.
Special Procedures: Special Programs • Lumber Certification

Kiln Certification

5-2-44 Export Program Manual 12/2013-17
10/2019-28 Export Program Manual A-1-1

Appendix

A Appendix A

Internal Communication

Contents

Internal Communication A-1-1

State and County A-1-1

Export Certification Specialist (ECS) A-1-2

National Operations Manager (NOM) A-1-2

Export Services (ES) A-1-2

Internal Communication

When personnel involved in the export program require assistance it is 

important they receive a prompt response from the appropriate person. To 

ensure issues are resolved in a timely fashion, it is important the person 

requesting assistance:

Gather all pertinent information

Complete all fields of the fillable version of the Held Shipment Worksheet

in the case of a held shipment

Refer to the proper person for assistance

For questions, concerns, and suggestions relating to the export program, follow 

the contact protocol described below.

Whether you are an Authorized Certification Official (ACO) or an applicant, 

your contacts should follow this order:

1. Export Certification Specialist (ECS) on page A-1-2

2. National Operations Manager (NOM) on page A-1-2

3. Export Services (ES) on page A-1-2

Additional guidance for obtaining assistance is provided below. To contact:

State and County

Look up local listings for State agriculture officials

In California, contact your county agricultural office

National Plant Board website
Appendix A: Internal Communication

Internal Communication

A-1-2 Export Program Manual 10/2019-28

Export Certification Specialist (ECS)

APHIS Export Certification Specialists contact information website

National Operations Manager (NOM)

Raleigh, North Carolina: 919-855-7314 or 919-855-7300

Fort Collins, Colorado: 970-494-7500

Export Services (ES)

General number: 301-851-2309

Email: ppqexportservices@usda.gov
11/2011-12 Export Program Manual B-1-1

Appendix

B Appendix B

Phytosanitary Export Database (PExD)

Contents

Introduction B-1-1

Accessing PExD B-1-1

Introduction

The Phytosanitary Export Database (PExD) (access via PCIT link below) is a 

repository of export summary information. PExD enhances the Plant 

Protection and Quarantine’s (PPQ) ability to maintain the export program for 

U.S. exporters. PExD will support PPQ Phytosanitary Issues Management 

(PIM) Export Services (ES) with the task of entering export summaries for 

foreign countries. PExD provides reusable text to facilitate uniform entry of 

export summaries. PExD also provides PPQ staff, State and county 

cooperators, and exporter users easy access to export summaries via direct user 

queries. PExD interfaces with the Phytosanitary Certificate Issuance & 

Tracking System (PCIT) application processing. During application processing 

users are provided with pertinent export summaries based on the consignee 

country, application commodities and other data contained in the application. 

PExD contains phytosanitary import requirements of U.S.-origin commodities 

to foreign commodities. This information may be retrieved by users with 

access to PCIT.

Accessing PExD

You can access PExD in the left hand navigation menu in any PCIT account 

home page or via the PExD link at the bottom of the PCIT login page.
Appendix B: Phytosanitary Export Database (PExD)

Accessing PExD

B-1-2 Export Program Manual 11/2011-12
10/2019-28 Export Program Manual C-1-1

Appendix

C Appendix C

Phytosanitary Certificate Issuance & Tracking 

(PCIT)

Contents

Introduction C-1-1

Features C-1-1

PCIT Facts C-1-2

PCIT Tips C-1-3

Training Website C-1-3

Available Assistance C-1-3

Introduction

The Phytosanitary Certificate Issuance & Tracking System (PCIT) automates 

the issuance of a phytosanitary certificate, including collecting and tracking its 

related information, for eligible agricultural commodities being exported to 

foreign countries.

The web-based PCIT application is available nationwide and was developed to 

meet the following objectives:

Enable the creation of electronic phytosanitary certificates

Provide data standards to facilitate data integrity for reporting and 

interfacing with foreign governments

Protect the PCIT data by incorporating defined security requirements

To use PCIT, please contact your Export Certification Specialist (ECS) to 

enroll.

Features

Faster certificate generation

Customizable templates

Certificate archiving

Reduced need for on-site paper record maintenance

56,000+ scientific and common commodity name database

Ability to collect State and county fees

Various State Certificates are now available
Appendix C: Phytosanitary Certificate Issuance & Tracking (PCIT)

PCIT Facts

C-1-2 Export Program Manual 10/2019-28

Applicants may now print a draft certificate

Ability to enter multiple quantity and unit pairings

Ability to enter multiple number of packages and package pairings

Display the submission time for each application on the my duty station 

workload and my workload pages

Ability to create treatment templates to apply common treatments quickly

Standardized left navigation menu for all users

Easy to use context help is included in PCIT on key fields to assist in 

identifying the type of information to be entered in the associated field

Within the PCIT application, links to webpages such as PExD, PPQ, and 

this manual

Contact Us page with:

Link to PPQ, Export Services website

Technical requirements for using PCIT

Link to download the USDA PCIT User’s Guide

Link to PCIT Release Notes

Link to PCIT Accessibility Guidelines

Cost incurred on a per certificate basis, not on a per page basis

PCIT Facts

No fees are removed from accounts until certificates are in Issued status.

PCIT will not allow the PPQ Form 577 or 579 to be completed without 

sufficient funds.

Applicants using PCIT may run a debit transaction report to view all 

credits and debits made to their account.

If applicants are not using PCIT, but the duty station is using PCIT, then 

the duty station may run a debit transaction report to view all credits and 

debits made for individual applicants.

If a company submits an application, duty stations will never need to 

create a shell account.

The use of wild card searches can increase the effectiveness of your search 

in PCIT. Entering less specific information yields a larger result.

One person should register the organization. That person is the 

organization administrator.

EXAMPLE An export certificate that uses three pages will incur the same cost 

as a certificate that uses only one page.
Appendix C: Phytosanitary Certificate Issuance & Tracking (PCIT)

PCIT Tips

10/2019-28 Export Program Manual C-1-3

Administrators can add users to the organization and designate others as 

administrators.

Browser “BACK” button does not work.

Copies can be printed at any time.

No more four-part forms.

Continuation pages will be generated by PCIT.

PCIT Tips

Name templates so entire organization understands what they represent.

Use singular names for commodities: apple vs. apples.

If you find no matches, put asterisks (*) around the commodity to get 

more results.

Training Website

The PCIT training website is available at any time for trial.

To access the training site, contact your local ECS for a training site ID and 

password.

Available Assistance

PCIT Quick Reference Guides, are simple one-page guides, broken down 

by topic and user to help you quickly understand the basics of using 

PCIT.

PCIT online help is designed both as a course in using PCIT and as an 

ongoing reference while you are working with the application.

PCIT Helpdesk: 1-866-HLP-PCIT (1-866-457-7248)

email: pcithelpdesk@usda.gov

Export Services: Michael Perry (301-851-2279)

email: michael.j.perry@usda.gov

National Operations Managers

Raleigh, North Carolina: (919) 855-7314 or 919-855-7300

Fort Collins, Colorado: 970-494-7500

EXAMPLE  Plum returns 35 entries

 *Plum* returns 147 entries
Appendix C: Phytosanitary Certificate Issuance & Tracking (PCIT)

Available Assistance

C-1-4 Export Program Manual 10/2019-28
10/2019-28 Export Program Manual D-1-1

Appendix

D Appendix D

Responsibilities

Contents

Applicants D-1-1

Authorized Certification Officials (ACOs) D-1-2

Export Certification Specialists (ECSs) D-1-3

Trade Specialists D-1-4

National Operations Managers (Export Certification and Trade) D-1-5

Export Services (ES) D-1-6

Applicants

The responsibilities of the applicant include the following:

1. Present all original official communication from the foreign country and 

the English translation. Applicants are responsible for the accuracy of all 

translations.

2. Submit a request for phytosanitary certification, preferably with 

Phytosanitary Certificate Issuance and Tracking (PCIT). Applicants can 

download PPQ Form 572, Application for Inspection and Certification of 

Domestic Plants and Plant Products for Export from the APHIS Electronic 

Forms Library.

3. Provide all necessary documentation, which may include import permits 

(IP), bills of lading, manifests, shipping invoices, foreign export 

certificates, and inspection certificates.

4. Provide third-country import requirements for reexport certification.

5. Ensure the commodity is available for inspection, sampling, testing, etc. 

The applicant is responsible to ensure the shipment is sampled and/or 

inspected prior to loading containers.

6. Provide labor to open and close packages and adequate facilities to perform 

the inspection. The facilities must include supplies, equipment, and proper 

lighting for an efficient inspection before certification.

7. Provide for any required treatments, reconditioning, or other actions to 

meet the import requirements of the foreign country.

8. Export only those commodities properly inspected and certified under an 

export certificate.

9. Safeguard the certified shipment from infestation between the date the 

shipment was sampled and the actual shipping date, and ensure the 
Appendix D: Responsibilities

Authorized Certification Officials (ACOs)

D-1-2 Export Program Manual 10/2019-28

certified shipment departs within the time limits specified by the importing 

country.

Authorized Certification Officials (ACOs)

The responsibilities of ACOs include the following:

1. Identify the foreign import requirements for a commodity and determine 

whether the commodity meets the requirements.

2. Verify the contents of the shipment with the PPQ Form 572, inspection 

certificates, State certificates, agency reports, or any other supporting 

documents.

3. Verify a reexport commodity has been safeguarded and/or inspected to 

determine that it meets the importing country’s requirements.

4. Advise applicants when their commodity is ineligible for certification and 

explain PPQ’s policy regarding eligibility.

5. Advise applicants regarding a country’s specified time limits. Refer to the 

Definitions of Terms and Coded Abbreviations in an Export Summary for a 

country’s time limits.

6. Advise applicants on the status of a pending shipment. When samples are 

drawn for laboratory examination or when there will be delays in certifying 

the shipment, let the applicant or the shipping company know so the 

shipment is not inadvertently loaded and exported before certification.

7. Inspect the commodity to determine that it meets the importing country’s 

requirements.

8. Refuse to issue export certificates for prohibited commodities or 

commodities that do not meet a country’s import requirements.

9. Issue export certificates only for eligible commodities according to PPQ 

policy (refer to Determining Eligibility on page 3-3-1).

10. Monitor or supervise any treatment for export.

11. Prepare certificates in English. They can be handwritten or typed unless 

specified otherwise in an Export Summary.

12. Forward the record copy of each certificate to your ECS. Attach copies of 

IPs and other supporting documents (including translated documents with 

the original foreign-language document) used for certifying each shipment. 

If using the attachment feature in PCIT, ACOs may skip this step.
Appendix D: Responsibilities

Export Certification Specialists (ECSs)

10/2019-28 Export Program Manual D-1-3

Export Certification Specialists (ECSs)

ECS responsibilities are as follows:

1. Ensure the continuity, credibility, and integrity of PPQ’s export program by 

providing training and quality control functions.

2. Serve as technical liaison among local, State, regional, and national 

officials regarding export certification. Be knowledgeable in agricultural 

production and commodity management practices in order to provide 

recommendations that enhance export protocols.

3. Serve as point of contact and expert on phytosanitary issues for all ACOs 

in their area.

4. Show proficiency in the use and training of Phytosanitary Certificate 

Issuance & Tracking (PCIT) to promote uniformity of certificate issuance 

within the export program.

5. Be proficient using this manual, the Phytosanitary Export Database (PExD)

and other databases, such as the USDA–ARS Germplasm Resources 

Information Network (GRIN) database. Notify ES of needed changes and 

updates to the information.

6. Review (at least monthly) 5% of all certificates issued by ACOs within 

their area for compliance with policy and foreign import requirements.

7. Investigate the issuance of certificates for shipments that have been 

detained or rejected by the importing country. This should include 

verifying documents, adherence to certification policy and procedures, and 

conformance with the importing countries’ phytosanitary requirements. 

Aid applicants and ACOs in negotiating the release of detained shipments.

8. Inform supervisors, the National Operations Manager (NOM), and ES1

when certificate issuance may cause financial liability to the USDA or its 

employees, financial loss to the shipper or industry, or damage to the 

credibility of the export program.

9. Ensure an effective accountability system is established and maintained by 

SPHDs and State Plant Regulatory Officials (SPROs) for issued 

certificates.

10. Participate in periodic workshops conducted by ES.

11. Review and nominate cooperators, along with their qualifications, to ES 

for granting accreditation to issue certificates in conformance with Federal 

regulations (refer Special Programs • Federal-State Cooperative Export 

Program on page 5-1-1.)

1 Export Services, USDA–APHIS–PPQ, 4700 River Road, Unit 140, Riverdale, Maryland 20737; 

Phone 301- 851-2279; FAX 301-734-7639.
Appendix D: Responsibilities

Trade Specialists

D-1-4 Export Program Manual 10/2019-28

12. Maintain accreditation records for all ACOs in PCIT. Notify ES of 

cooperators who transfer, retire, or otherwise separate from Federal, State 

or county employment.

13. Follow Memorandum(s) of Understanding (MOU) for the Federal-State 

Cooperative Program. Notify ES of needed changes. If a signed copy of a 

State’s MOU is needed, contact the PPQ regional office.

14. Conduct field audits involving review of facilities to ensure compliance 

with Federal regulations, policies and procedures, and PPQ’s obligations to 

bilateral agreements and protocols, MOUs, and international standards.

15. Assist with Freedom of Information Act (FOIA) requests. Assist 

Investigative and Enforcement Services staff (USDA–APHIS–IES) offices 

to research and obtain information related to cases involving the certificate 

issuance.

16. Assist in reviewing new export protocols and work plans. Provide input to 

export program officials during development of new certification policies 

and procedures or modification of existing ones.

Trade Specialists

Trade Specialists have the following responsibilities:

1. Work with visiting foreign officials to address work plan compliance and 

new market access issues.

2. Serve as a resource for stakeholders, including ACOs and ECSs, to help 

interpret regulations and their implementation.

3. Interpret and implement work plans at both a local and multi-state level.

4. Investigate problems in the field related to the work plans.

5. Serve as liaison with the field and PIM.

6. Maintain active relationships with stakeholders in export certification 

matters.

7. Inform the Regional Program Manager, ECS, and SPHD of potential 

problems.

8. Facilitate exports within assigned areas.

9. Maintain familiarity with agriculture production and commodity 

management practices in specialized areas to give expertise that could lead 

to recommendations of modification in practices at the producer/local/State 

levels in ways that better support export protocols.

10. Conduct field audits involving review of facilities, to ensure conformance 

with Federal regulations, policies, and procedures. Ensure PPQ’s 
Appendix D: Responsibilities

National Operations Managers (Export Certification and Trade)

10/2019-28 Export Program Manual D-1-5

obligations to bilateral agreements, protocols, MOUs, and International 

Standards are met.

11. Facilitate meetings between industry and foreign officials, to assure work 

plan requirements are met and to negotiate and resolve disagreements and 

procedural problems. Coordinate and arrange site visits to monitor work 

plan compliance of existing programs.

12. Visit domestic packing sites to review export programs for compliance 

with established protocol.

National Operations Managers (Export Certification and Trade)

National Operations Managers (NOMs) have the following responsibilities:

1. Support and facilitate trade while considering program, stakeholder, 

economic, and political interests by following export and import guidelines 

for agricultural commodities.

2. Provide guidance and direction regarding PPQ policy, regulations, 

procedures, etc. to customers and stakeholders. Act as resource and 

consultant to the field regarding technical and operational issues.

3. Monitor program activities and the effective utilization of resources.

4. Interact with ECSs through regional workshops, conference calls, and 

other support as needed.

5. Assist the Phytosanitary Issues Management (PIM) staff with trade issues 

by facilitating the development and implementation of work plans for 

exports and imports.

6. Gather information for new and continuing export markets from the field.

7. Provide advice, information, and support in developing guidelines for 

program objectives.

8. Identify problem areas and recommend corrective measures.

9. Contribute to effective management and control systems for program 

activities.

10. Prepare reports and recommendations for Senior RPM regarding program 

issues.

11. Remain abreast of program changes and emerging issues.

12. Support, promote, communicate, and carry out PPQ departmental and 

administrative policy.

13. Investigate the issuance of export certificates for detained shipments. 

Verify documents, confirm adherence to certification policy and 

procedures, and assure conformance with foreign countries’ plant import 
Appendix D: Responsibilities

Export Services (ES)

D-1-6 Export Program Manual 10/2019-28

requirements. Aid agricultural applicants and ACOs in negotiating the 

release of detained shipments.

Export Services (ES)

ES is responsible for the following:

1. Establish export certification policy.

2. Maintain current information on the phytosanitary requirements of foreign 

countries.

3. Analyze and prepare export summaries of the phytosanitary requirements 

for use by ACOs and other interested parties.

4. Monitor the export program to ensure credibility of the export program.

5. When possible, assist U.S. applicants with held shipments.

6. Ensure only authorized inspectors and ACOs inspect and certify the 

phytosanitary conditions of commodities offered for export.
03/2010-01 Export Program Manual E-1-1

Appendix

E Appendix E

Collecting State and County Export Certificate 

Fees

Setting Up Collection of State and County Fees in PCIT

PCIT has the ability to collect State and county export certificate fees 

according to their individual regulations as well as the Federal administrative 

fee. This is an optional feature in PCIT. Any State or county interested in 

participating in this process must review the following information and follow 

these steps:

General Guidelines

PCIT collects fees only at the certificate level

PCIT can collect fees only for issued certificates1

Fees are deducted from an applicant’s account when certificates are in 

issued or printed status

ACOs will be unable to complete certificates that lack funds in the 

applicant’s account

PPQ Responsibility

PPQ will assist any State or county with the initial setup in PCIT

PPQ will remit any State or county fees by the 15th day of the month

PPQ will process refunds of balances within PCIT

State or County Responsibility

ACOs must complete Issued-Pending certificates within one month of 

creation

Participating States and counties must use PCIT for all Federal export 

certificates2

States or Counties are responsible for remitting all fees collected with 

paper checks and money orders to PPQ

States or Counties must check PCIT for accuracy of fees

1 If a State or county charges by time and mileage and an inspection fails to lead to an issued 

certificate, PCIT cannot collect fees for that time and mileage.

2 When PCIT is down, ACOs may use multipart paper forms. However, the ACO must enter the 

certificate identification number into PCIT to subtract the necessary fees. ACOs may charge for PPQ 

Form 578 fees in PCIT.
Appendix E: Collecting State and County Export Certificate Fees

Setting Up Collection of State and County Fees in PCIT

E-1-2 Export Program Manual 03/2010-01

States or counties can update charges per certificate in PCIT up to the 

seventh day of the month following issuance of a certificate

Once fees are remitted, refunds for certificates become the responsibility 

of the State or county

State or county effective rates must start on the first of the month and 

cannot be backdated

Step 1: Initial Setup of State or County Fee Remittance

Use the worksheet shown in Figure E-1-1.

Step 2: Initial Setup of Fee Schedule in PCIT

Once Step 1 is completed, the State or county contact will be granted the 

appropriate financial role in PCIT and contacted by PPQ.
Appendix E: Collecting State and County Export Certificate Fees

Setting Up Collection of State and County Fees in PCIT

03/2010-01 Export Program Manual E-1-3

Figure E-1-1 Initial Setup for State and County Fee Remittance Worksheet

State and County Fee 

Remittance Worksheet

1. State or County entity name

_

14. Bank Account Number

15. Bank Name

Checking Account

Savings Account

This information may be either e-mailed or faxed to : 

Email: Christian Dellis (Christian.B.Dellis@aphis.usda.gov) or Marcus McElvaine (Marcus.McElvaine@aphis.usda.gov) 

or 

FAX: 301-734-7639 (Attention Christian Dellis or Marcus McElvaine)

11. Federal Identification Number

10. Data Universal Numbering System (DUNS) number

Yes

No

12. In the Central Contractor Registration (CCR) system?

9. Fax Number

8. Phone Number

7. Email

4. City 6. Zip Code

3. Address

2. Primary Contact Name

 Initial Update

Note: If you have changes to your EFT information and are registered in CCR, please update your EFT information in the 

CCR database and submit an updated worksheet.

16. Signature 

(Dept. of Agriculture, Dept. of Weights and Measures, etc.)

 5. State

13. Bank Routing Number

Privacy Act Statement: Collection of this information is authorized by 31 U.S.C. 3332(g), 3325(d), and 7701(c). The information will be used by the Government to make 

payments by electronic funds to a vendor. This information may also be used for income reporting and for collecting and reporting any delinquent amounts arising 

out of a vendor’s relationship with the Government. Disclosure of the information by the vendor is mandatory. Failure to provide the requested information may 

result in the delay or withholding of payments to the vendor.

Date

If fields 10 and 11 are complete and the answer to field 12 is yes, then skip to field 16.
Appendix E: Collecting State and County Export Certificate Fees

Setting Up Collection of State and County Fees in PCIT

E-1-4 Export Program Manual 03/2010-01
09/2018-24 Export Program Manual F-1-1

Appendix

F Appendix F

Supplemental Forms

Contents

Introduction F-1-1

AMS Form SC-66, Report of Inspection F-1-2

AMS Form SC-146E, Certificate of Quality and Condition (Processed Foods) 

F-1-3

AMS Form SC-147CS, Certificate of Quality and Condition (Processed Foods) 

Quality Assurance F-1-4

AMS Form SC-149CS, Certificate of Quality and Condition (Processed Foods) 

Continuous Inspection F-1-5

AMS Form SC-294, Report on Sanitary Inspection F-1-6

AMS Form SC-489e, Memorandum Report of Inspection for Processed 

Raisins F-1-7

APHIS Form 47, Transmittal and Receipt for Accountable Items F-1-8

APHIS Form 94, Record of Public Funds Received F-1-9

FGIS Form 921-2, Inspection Report–Insects in Grain F-1-11

Held Shipment Worksheet F-1-16

Guidance for Submitting Held Shipment Worksheet F-1-17

PPQ Form 576, Attachment Sheet for Phytosanitary Certificate or 

Phytosanitary Certificate for Reexport F-1-18

Purpose of PPQ Form 576 F-1-19

Instructions to Complete PPQ Form 576 F-1-19

Introduction

This appendix includes official forms that are used as part of the export 

certification process that Authorized Certification Officials (ACOs) or 

applicants may complete (wholly or partially), sign, and distribute. These 

forms are supplemental to the export certificates that ACOs issue for 

certifiable commodities offered for export.
Appendix F: Supplemental Forms

AMS Form SC-66, Report of Inspection

F-1-2 Export Program Manual 09/2018-24

AMS Form SC-66, Report of Inspection

Figure F-1-1 Example of AMS Form SC-66, Report of Inspection

6&

EXAMPLE
Appendix F: Supplemental Forms

AMS Form SC-146E, Certificate of Quality and Condition (Processed Foods)

09/2018-24 Export Program Manual F-1-3

AMS Form SC-146E, Certificate of Quality and Condition (Processed 

Foods)

AMS Form SC-146E, Certificate of Quality and Condition (Processed Foods) may be used in place of 

inspection. Refer to Figure F-1-2 for an example of AMS Form SC-146E.

Figure F-1-2 Example of AMS Form SC-146E, Certificate of Quality and Condition (Processed Foods) 

UNITED STATES DEPARTMENT OF AGRICULTURE $*5,&8/785$/0$5.(7,1*6(59,&(

CERTIFICATE OF QUALITY AND CONDITION

(PROCESSED FOODS)

3OHDVHUHIHUWRWKLVFHUWLILFDWHE\

QXPEHUDQGLQVSHFWLRQRIILFH

7KLVFHUWLILFDWHLVUHFHLYDEOHLQDOOFRXUWVRIWKH8QLWHG6WDWHVDVSULPDIDFLHHYLGHQFHRIWKHWUXWKRIWKHVWDWHPHQWV

WKHUHLQFRQWDLQHG ,WGRHVQRWH[FXVHIDLOXUHWRFRPSO\ZLWKDQ\DSSOLFDEOH)HGHUDORU6WDWHODZV

:$51,1* $Q\SHUVRQZKRNQRZLQJO\IDOVHO\PDNH LVVXH DOWHU IRUJH RUFRXQWHUIHLWWKLVFHUWLILFDWH RU

SDUWLFLSDWHLQDQ\VXFKDFWLRQ LVVXEMHFWWRDILQHRIQRWPRUHWKDQ  RULPSULVRQPHQWIRUQRWPRUHWKDQ

RQH\HDU RUERWK 86&  K

7KHFRQGXFWRIDOOVHUYLFHVDQGWKHKLULQJDQGOLFHQVLQJRIDOOSHUVRQQHOXQGHUWKHUHJXODWLRQVJRYHUQLQJVXFKVHUYLFHV

VKDOOEHDFFRPSOLVKHGZLWKRXWGLVFULPLQDWLRQDVWRUDFH FRORU QDWLRQDORULJLQ JHQGHU UHOLJLRQ DJH GLVDELOLW\ SROLWLFDO

EHOLHIV VH[XDORULHQWDWLRQ DQGPDULWDORUIDPLO\VWDWXV

'$7(

$33/,&$17 $''5(66

5(&(,9(525%8<(5 $''5(66

6285&(2)6$03/(6 352'8&7,163(&7('

&2'(0$5.621&217$,1(56

35,1&,3$//$%(/0$5.6

*UDGH

5HPDUNV

Pursuant to regulations issued by the Secretary of Agriculture under the Agricultural Marketing Act of 1946, as amended (7 U.S.C. 1621-1627), governing the inspection 

certification of the product designated herein, I certify that the quality and condition of the product shown by samples inspected on the above date were as shown, subject to 

any restrictions specified above.

$''5(662),163(&7,212)),&( 6,*1$785(2),163(&725

6&-146E (0-0) Original Certificate

EXAMPLE
Appendix F: Supplemental Forms

AMS Form SC-147CS, Certificate of Quality and Condition (Processed Foods) Quality Assurance

F-1-4 Export Program Manual 09/2018-24

AMS Form SC-147CS, Certificate of Quality and Condition 

(Processed Foods) Quality Assurance

AMS Form SC-147CS, Certificate of Quality and Condition (Processed Foods) Quality Assurance 

may be used in place of inspection. Refer to Figure F-1-3 for an example of AMS Form SC-147CS.

Figure F-1-3 Example of AMS Form SC-147CS, Certificate of Quality and Condition (Processed Foods) 

Quality Assurance (blank)

AGRICULTURAL MARKETING SERVICE

CERTIFICATE OF QUALITY AND CONDITION

(PROCESSED FOODS)

 DQUALITY ASSURANCE

This certificate is receivable in all courts of the United States as prima facie evidence of the truth of the statements therein contained. It does not excuse failure 

to comply with any applicable Federal or State laws.

WARNING: Any person who knowingly shall falsely make, issue, alter, forge, or counterfeit this certificate, or participate in any such action, is subject to a fine 

of not more than $1,000 or imprisonment for not more than one year, or both (7 U.S.C. 1622(h)(4)).

PLEASE REFER TO THIS CERTIFICATE BY NUMBER AND INSPECTION 

OFFICE.

DATE:

APPLICANT: ADDRESS:

RECEIVER OR BUYER: ADDRESS:

PRODUCT INSPECTED:

CODE MARKS ON CONTAINERS:

PRINCIPAL LABEL MARKS:

GRADE:

REMARKS:

Pursuant to the regulations issued by the Secretary of Agriculture under the Agricultural Marketing Act of 1946, as amended (7 U.S.C. 1621-1627), governing 

the inspection certification of the product designated herein, I certify that the quality and condition of the product shown by samples inspected on the above date 

were as shown, subject to any restrictions specified above.

ADDRESS OF INSPECTION OFFICE SIGNATURE OF INSPECTOR

SC-147CS (08-2017) ORIGINAL USDA is an Equal Opportunity Provider and Employer.

EXAMPLES:

MA X
Appendix F: Supplemental Forms

AMS Form SC-149CS, Certificate of Quality and Condition (Processed Foods) Continuous Inspection

09/2018-24 Export Program Manual F-1-5

AMS Form SC-149CS, Certificate of Quality and Condition 

(Processed Foods) Continuous Inspection

AMS Form SC-149CS, Certificate of Quality and Condition (Processed Foods) Continuous Inspection 

may be used in place of inspection. Refer to Figure F-1-4 for an example of AMS Form SC-149CS.

Figure F-1-4 Example of AMS Form SC-149CS, Certificate of Quality and Condition (Processed Foods) 

Continuous Inspection (blank)

AGRICULTURAL MARKETING SERVICE

CERTIFICATE OF QUALITY AND CONDITION

(PROCESSED FOODS)

 KCONTINUOUS INSPECTION

This certificate is receivable in all courts of the United States as prima facie evidence of the truth of the statements therein contained. It does not excuse failure 

to comply with any applicable Federal or State laws.

WARNING: Any person who knowingly shall falsely make, issue, alter, forge, or counterfeit this certificate, or participate in any such action, is subject to a fine 

of not more than $1,000 or imprisonment for not more than one year, or both (7 U.S.C. 1622(h)(4)).

PLEASE REFER TO THIS CERTIFICATE BY NUMBER AND INSPECTION 

OFFICE.

DATE:

APPLICANT: ADDRESS:

RECEIVER OR BUYER: ADDRESS:

SOURCE OF SAMPLES: PRODUCT INSPECTED:

CODE MARKS ON CONTAINERS:

PRINCIPAL LABEL MARKS:

GRADE:

REMARKS:

Pursuant to the regulations issued by the Secretary of Agriculture under the Agricultural Marketing Act of 1946, as amended (7 U.S.C. 1621-1627), governing 

the inspection certification of the product designated herein, I certify that the quality and condition of the product shown by samples inspected on the above date 

were as shown, subject to any restrictions specified above.

ADDRESS OF INSPECTION OFFICE SIGNATURE OF INSPECTOR

SC-149CS (08-2017) ORIGINAL USDA is an Equal Opportunity Provider and Employer.

EXAMPLES:

MPL RODUCT INSP MP A X
Appendix F: Supplemental Forms

AMS Form SC-294, Report on Sanitary Inspection

F-1-6 Export Program Manual 09/2018-24

AMS Form SC-294, Report on Sanitary Inspection

AMS Form SC-294, Report on Sanitary Inspection may be used in place of inspection. Refer to 

Figure F-1-5 for an example of AMS Form SC-294.

Figure F-1-5 Example of AMS Form SC-294, Report on Sanitary Inspection (blank) 

AGRICULTURAL MARKETING SERVICE 

SPECIALTY CROPS PROGRAM 

REPORT ON SANITARY INSPECTION

To Plant Protection and Quarantine (PPQ), Animal and Plant Health Inspection Service (APHIS), this is to report that representative samples of: 

COUNT OF CONTAINERS: COMMODITY: TO ACCOMPANY EXPORT FORM CERTIFICATE: 

No.

CAR NO.: TRAILER NO.: PLI/STATE LOT: 

APPLICANT: LOCATION (CITY/STATE): DATE INSPECTED: 

Based on an examination of representative samples taken from the above-described lot, it is 

percent infestation.

SAMPLE RATE: 

܆ Sample Rate of: %

܆ Per Hypergeometric Table

܆ Composite Sample: __________________________________

found to be substantially free from insects with 0 

REMARKS: 

This form completed per Joint AMS/APHIS Memo on Proper Use of Report of Sanitary Inspection (7/22/16) 

INSPECTOR’S SIGNATURE: DATE ISSUED: 

WARNING: This report is not a sanitary certificate and must not be used to accompany shipments of fruit to foreign countries. It is merely a 

statement of findings which will assist inspectors of PPQ to issue sanitary certificates at the point of departure.

For limitations on the acceptability of this report as a basis for foreign certification, see instructions on issuing Export Form Certificates and various 

sanitary memoranda and information issued by PPQ on the import restrictions on fruits and vegetables of some foreign countries.

SC-294 (05/18) Destroy previous editions. USDA is an equal opportunity provider, employer, and lender.
Appendix F: Supplemental Forms

AMS Form SC-489e, Memorandum Report of Inspection for Processed Raisins

09/2018-24 Export Program Manual F-1-7

AMS Form SC-489e, Memorandum Report of Inspection for 

Processed Raisins

Figure F-1-6 Example of AMS Form SC-489e, Memorandum Report of Inspection for Processed Raisins



 		




 	

 

	




   





	



	




	
















 !"


! " " 

 !"# $%$%"
"&'!$ ()"* &("$ !+"*$ , !$$ ,*"(("+*' $(!+"&"$!-"(!+
"!$"+*+'$( ./
!*$012

 ("$"+(!"(+*!#-3"4*-3!"*(!'$%* 5"+-3$%"+  ($*!$*4,*$%"$*$(,*+'$+"( &!$"+%"*" !+4-!("+('%

(!"(4, +$%"6'! $3!++ $ ,(! +$*$(4$%"!-)"!&"4$-"!(($!$"+-"#7



6&89:;".<=2

EXAMPLE
Appendix F: Supplemental Forms

APHIS Form 47, Transmittal and Receipt for Accountable Items

F-1-8 Export Program Manual 09/2018-24

APHIS Form 47, Transmittal and Receipt for Accountable Items

Figure F-1-7 Example of APHIS Form 47, Transmittal and Receipt for Accountable Items (blank)
Appendix F: Supplemental Forms

APHIS Form 94, Record of Public Funds Received

09/2018-24 Export Program Manual F-1-9

APHIS Form 94, Record of Public Funds Received

Figure F-1-8 Example of APHIS Form 94, Record of Public Funds Received (page 1 of 2)

RECORD OF PUBLIC FUNDS RECEIVED USDA-APHIS 1. TRANSMITTAL NO.

INSTRUCTIONS: See reverse side. For detailed instruction, refer to the APHIS

Budget and Accounting Manual.

2. DATE FORWARDED

USDA, APHIS

P.O. Box 979043

St. Louis, MO 63197-9000

3. TO

DATE

RECEIVED

FOR MRPBS-ASD

USE ONLY AMOUNT REMITTER PURPOSE/ACCOUNTING CODE

10. TOTAL AMOUNT

 SENT

RECEIVED

(Return copy to sender in Item 4 above)

11. SENT BY (Signature)

5. 6. 7. 8. 9.

$

12. TITLE

13. AMOUNT 14. RECEIVED BY (Signature)

15. DATE 16. TITLE

$

APHIS FORM 94 (JUN 2006)

4. FROM

PART 1 - USDA-APHIS PART 2 - USDA-APHIS (FOR RECEIPT AND RETURN) PART 3 RETAIN UNTIL RECEIPTED COPY RETURNED
Appendix F: Supplemental Forms

APHIS Form 94, Record of Public Funds Received

F-1-10 Export Program Manual 09/2018-24

Figure F-1-8 Example of APHIS Form 94, Record of Public Funds Received (page 2 of 2)

COMPLETION INSTRUCTIONS

1. Use this form to document the receipt and transmittal of collections.

2. Complete the original and two copies of the form.

3. Forward the original and one copy of the form along with the collection to: USDA-APHIS,

 P.O. Box 979043, St. Louis, MO 63197-9000.

4. Retain one copy of the form until a receipted copy is received from APHIS.

5. File the receipted copy.

Cash collections must be converted to a money order or cashier's check before submission to USDA-APHIS,

P.O. Box 979043, St. Louis, MO 63197-9000. Do not send cash through the mail and do not convert cash to a

personal check. Cash collected must not be used to pay for money orders or cashier's checks. If necessary, use

personal funds for the cost of purchasing the money order or cashier's check and claim reimbursement on an

SF-1164, Claim for Reimbursement for Expenditures on Official Business. Checks and money orders should be

made payable to USDA-APHIS. All collections should be transmitted for deposit within 24 hours if practical, but

no later than the second workday from date of collection.

COLLECTION PROCEDURES

APHIS FORM 94 (Reverse)
Appendix F: Supplemental Forms

FGIS Form 921-2, Inspection Report–Insects in Grain

09/2018-24 Export Program Manual F-1-11

FGIS Form 921-2, Inspection Report–Insects in Grain

FGIS Form 921-2, Inspection Report–Insects in Grain, may be used in place of inspection.

Refer to Figure F-1-9 for an example of FGIS Form 921-2.

Figure F-1-9 Example of FGIS Form 921-2, Inspection Report–Insects in Grain (page 1 of 2)

OMB No. 0580-0013

U.S. Department of Agriculture

Grain Inspection, Packers and 

Stockyards Administration

Animal and Plant Health Inspection Service

INSPECTION REPORT – INSECTS IN GRAIN

Page of 

1. Name and Address of Shipper

2. Location of Elevator 3. Grain/Commodity 4. Quantity

5. Grain Inspection Certificate Number. 6. Status of Report

Original Corrected

7. Country of Destination 8. Name of Carrier/Vessel 9. Loading Date Start/Date Finished

10. Sublot Number/

 Carrier Identification

11. Date 

 Inspected

12. Stowage

 (Hold Nos.)

13. Quantity 14. No. of 

Live Insects

15. Lot

Infested

16. Name of Insect

17. Remarks (Use reverse for additional space) 18. Name of Inspector and name of official service provider

Fumigation Information

19. Date of Fumigation 20. Treatment 21. Hold Nos.

22. Type of Chemical 23. Concentration Level

24. Duration of Exposure 25. Commodity Temperature at Time of Fumigation

26. Quantity (metric tons) 27. Name of Inspector

Form FGIS-921-2 (03-15) Edition 07-10 may be used. Expires January 2018

FORM APPROVED OMB NO. 0580-0013: According to the Paperwork Reduction Act of 1995, an agency may not conduct or sponsor, and a person is not required to respond to a collection of 

information unless it display a valid OMB control number. The valid OMB control for this information collection is 0580-0013. The time required to complete this information collection is estimated to 

average 5 minutes per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the 

collection of information.
Appendix F: Supplemental Forms

FGIS Form 921-2, Inspection Report–Insects in Grain

F-1-12 Export Program Manual 09/2018-24

Figure F-1-9 Example of Form FGIS-921-2, Inspection Report–Insects in Grain (page 2 of 2)

Additional Remarks: (Additional information from boxes 10 - 17 may be continued on this page, or agency 

letterhead may be attached. Agency letterhead cannot be used for unit trains or containers where individual 

identification is needed.)

Form FGIS-921-2 (Reverse) Page of
Appendix F: Supplemental Forms

FGIS Form 921-2, Inspection Report–Insects in Grain

09/2018-24 Export Program Manual F-1-13

Figure F-1-10 Instructions for Completing Form FGIS-921-2 (Page 1 of 3)

Instructions for Completing Form FGIS 921-2

“INSPECTION REPORT – INSECTS IN GRAIN.”

1. Name and address of the shipper.

2. Location of elevator where the barge, vessel or carriers (railcars, containers) were 

loaded.

3. Type of grain/commodity examined for insects. 

4. Total quantity (pounds or metric tons) of the grain/commodity that was loaded on 

the barge or vessel, or the number of trucks, containers, and/or hopper cars.

5. If applicable grain inspection certificate number representing the containers/vessel 

shown on this report

6. Indicate if this “Insects in Grain Repot” is the original or has been corrected.

7. Destination country or territory (ex. Puerto Rico) for the grain/commodity. The 

information in this block should reflect load order.

8. Name of the vessel or barge identification number/name.

9. Dates the loading of the barge/vessel, unit train, container booking started and 

completed. 

10. Sublot Number or Carrier Identification (e.g., container, railcar, or truck). List 

individual carrier IDs separately in the space provided on front of form. If the 

number of sublots or carrier ID’s exceed the available spaces, then use the front of 

another form for the remainder of sub lots or carrier ID’s. Use the back of the 

form for unit trains to list the railcar ID’s associated with the sublot listed on front 

of the form."

11. Applicable for containers only. Date the grain/commodity was loaded and 

examined for insects.

12. Stowage (Hold Nos.), location where the grain/commodity for that particular 

sublot is stowed. 

13. Enter the approximate quantity (pounds) of the grain/commodity in the bargelot 

or sublot. For railcars and containers, use the actual weight of the lot or use the 

appropriate carrier terms (e.g., hopper, carlot, unit train, and container).

14. Number of live insects found in the corresponding sublot or carrier (if any).

Page 1
Appendix F: Supplemental Forms

FGIS Form 921-2, Inspection Report–Insects in Grain

F-1-14 Export Program Manual 09/2018-24

Figure F-1-10 Instructions for Completing Form FGIS-921-2 (Page 2 of 3)

15. Check the box if the grain/commodity examined meets the FGIS criteria for 

“Infested” or “Sample Grade” (SG) because of live insect infestation. Mark this 

column only as it applies to insects, not any other SG condition.

Note: The FGIS designation “Sample Grade” is applicable to beans, lentils, peas, 

and rice when infested with live weevils or other live insects injurious to stored 

grain. Sample Grade is also applicable to lots of milled rice that contain dead 

insects. Do not report milled rice lots that are “Sample Grade” due to dead 

insects. The FGIS designation of “Infested” is applied to the grains, barley,

canola, corn, flaxseed, mixed grain, oats, rye sorghum, soybeans, sunflower seed, 

triticale, and wheat when they are infested with live weevils or other live insects 

injurious to stored grain.

16. Name of any insect found in the corresponding sublot or carrier. Identify by 

using the insect’s common name (e.g., Rice Weevil, Red Flour Beetle). DO NOT 

USE TERMS THE TERMS “BRAN BUG” OR “OLI.”

17. Place any remarks, if needed, in this section. The reverse of the form may be 

used if additional space is needed.

18. Name of inspector completing this form along with the name of the official 

service provider or the official service provider's alpha identifier.

Note Section 19 - 27: Complete these sections for fumigation of vessels where official 

personnel are present to witness the application of the fumigant. For containers or 

railcars that are fumigated when official personnel are not physically present to witness 

the fumigation, the required fumigation documentation may be attached to the form.

19. Date that the grain/commodity in the noted sublot/barge/railcar/container was 

fumigated.

20. Fumigation method used to treat the grain/commodity. (Leave this space blank)

21. The stowage space (e.g., hold numbers, container number, rail car number) that 

was fumigated.

22. Type of chemical used to fumigate the grain/commodity. 

23. The concentration level of the fumigant used.

24. Length of time the stowage area (e.g., vessel holds, railcar, container, and barge) 

needs to be secured for a proper treatment of the grain/commodity.

25. The commodity temperature at the time of fumigation. This should reflect the

temperature that is provided by the licensed fumigator.

Page 2
Appendix F: Supplemental Forms

FGIS Form 921-2, Inspection Report–Insects in Grain

09/2018-24 Export Program Manual F-1-15

Figure F-1-10 Instructions for Completing Form FGIS-921-2 (Page 3 of 3)

26. Total quantity of grain/commodity fumigated expressed in metric tons, if known.

For railcars and containers, use the actual weight or use the appropriate carrier

terms (e.g., hopper, carlot, unit train, and container).

27. Name of the inspector who verified the fumigation process. Complete this block

only if official personnel were present to observe the fumigation.

CONTACT INFORMATION:

Contact the field office responsible for the geographic area in which the service will be provided.

Details for these locations can be found at:

KWWSVZZZDPVXVGDJRYUHVRXUFHVIJLVILHOGRIILFHV

For further information on the Inspection Report - Insects in Grain:

Robert J. Dorman

Policies, Procedures Market Analysis Branch

Field Management Division 

10383 N. Ambassador Drive

Kansas City, MO 64153

Telephone: (816) 659-8411

Fax: (816) 872-1258

Email: robert.j.dorman@usda.gov

Page 3 
Appendix F: Supplemental Forms

Held Shipment Worksheet

F-1-16 Export Program Manual 09/2018-24

Held Shipment Worksheet

Figure F-1-11 Held Shipment Worksheet

Handling Held Exports Worksheet

ECS: State: Fax:

For Country:

ACO: State: Phone: Fax:

Number of Pages: Date Submitted to ECS:

Location of held shipment Commodity: (common name)

Country: Botanical Name:

State/Province: Plant Part:

City: Intended Use: 

(consumption, 

propagation, 

processing, 

etc.)

Port of Entry:

Other:

Exporter’s name: 

Has the exporter had same/similar problem before? Please explain the outcome.

Name and affiliation of foreign inspector holding shipment: (fill in contact information below)

Phone number:

Fax number:

E-mail address:

Other:

Date shipment held:

Why was the shipment held? (If available, the exporter should provide official communication from the NPPO 

stating why the consignment is being detained.)

Was a Export Certificate issued? Yes If yes, form number No

If yes, provide a copy of the Export Certificate. Copies of the following must be attached, if 

pertinent to consignment:

◆ Bill of Lading

◆ Import permit or other form of official communication from NPPO stating import requirements

◆ Inspectional records

◆ Laboratory analyses

◆ Field inspection records

◆ Treatment documentation

◆ Container numbers
Appendix F: Supplemental Forms

Held Shipment Worksheet

09/2018-24 Export Program Manual F-1-17

Guidance for Submitting Held Shipment Worksheet

Submit the worksheet illustrated in Figure F-1-11 to ES using the contact 

protocol (Appendix A on page A-1-1) for help with held shipments.

ES may be able to assist applicants whose shipments are being detained for 

phytosanitary reasons. In order for ES to assist with consignments being held 

at the port of destination, ES must have copies of as much of the 

documentation pertaining to the consignments as possible.

All documentation must be legible and in English. The ACO, not the applicant, 

must supply supporting documentation pertaining to phytosanitary actions. 

Examples of these types of documents are inspection records and fumigation 

documents.

The submitting ECS must fully review all documentation for completeness and 

accuracy before forwarding to ES. Alert ES of any problems with the 

documentation.

The Held Shipment Worksheet is available in fillable pdf format as well as 

fillable Word format.
Appendix F: Supplemental Forms

PPQ Form 576, Attachment Sheet for Phytosanitary Certificate or Phytosanitary Certificate for Reexport

F-1-18 Export Program Manual 09/2018-24

PPQ Form 576, Attachment Sheet for Phytosanitary Certificate or 

Phytosanitary Certificate for Reexport

Figure F-1-12 Example of PPQ Form 576, Attachment Sheet for Phytosanitary Certificate or 

Phytosanitary Certificate for Reexport
Appendix F: Supplemental Forms

PPQ Form 576, Attachment Sheet for Phytosanitary Certificate or Phytosanitary Certificate for Reexport

09/2018-24 Export Program Manual F-1-19

Purpose of PPQ Form 576

PPQ Form 576, Attachment Sheet for Phytosanitary Certificate or 

Phytosanitary Certificate for Reexport is used when the required information 

for phytosanitary certification does not fit on the original PPQ Form 577 or 

579. PPQ Form 576 can only include information that would normally be 

included on a PPQ Form 577 or 579. Reference to the attachment must be 

included in the appropriate block of the original PPQ Form 577 or PPQ Form 

579. Multiple blocks on the PPQ Form 577 or PPQ Form 579 may reference 

this attachment sheet (PPQ Form 576).

Instructions to Complete PPQ Form 576

Refer to Table F-1-1.

NOTICE

The PPQ 576 attachment sheet cannot be used for PPQ Form 578.

Table F-1-1 Instructions to Complete PPQ Form 576, Attachment Sheet for Phytosanitary Certificate or 

Phytosanitary Certificate for Reexport

If the block is: Then follow these instructions:

1. ADDENDUM TO NO. ENTER the serial number of the PPQ 577 or PPQ 579 that the attachment references.

2. DATE ENTER the date the attachment was issued by the certifying officer (must be the same 

date as the issuance date of the PPQ 577 or PPQ 579).

3. PAGE NO. ENTER the page number of the attachment (if one attachment page, 1/1; if two attachment 

pages, 1/2 and 2/2).

4. ADDITIONAL INFORMATIONENTER the additional information. Be sure to first reference the corresponding section of 

the PPQ 577 or PPQ 579. If more than one section is included on the attachment sheet, a 

single horizontal line will indicate the start of another section. Line out any unused portions 

of the form (refer to example below).

5. NAME OF AUTHORIZED OFFICERTYPE or PRINT the name of the ACO who will sign the certificate. The signature on the 

PPQ 576 must be the same as the name on the original PPQ 577 or PPQ 579.

6. SIGNATURE OF 

AUTHORIZED OFFICER

SIGN your name. The signature must match the name entered in NAME OF AUTHORIZED OFFICER above.
Appendix F: Supplemental Forms

PPQ Form 576, Attachment Sheet for Phytosanitary Certificate or Phytosanitary Certificate for Reexport

F-1-20 Export Program Manual 09/2018-24
03/2023-31 Export Program Manual Glossary-1

Export Program 

Manual

Glossary

Introduction

Use this Glossary to find the meaning of specialized words, abbreviations, 

acronyms, and terms used in export certification. To locate where in the 

manual a given definition, term, or abbreviation is mentioned, use the Index.

Some definitions have references such as Committee of Experts on 

Phytosanitary Measures (CEPM), Food and Agriculture Organization (FAO), 

Interim Commission on Phytosanitary Measures (ICPM), International Plant 

Protection Convention (IPPC), and International Standard for Phytosanitary 

Measures (ISPM). These definitions are taken directly from the Glossary of 

Phytosanitary Terms (2012) published in ISPM No. 5.

Also refer to the complete glossary of the North American Plant Protection 

Organization (NAPPO) published in RSPM No. 5.

Definitions, Terms, and Abbreviations

accreditation. official recognition of proficiency resulting in the approval and 

authority to perform specific tasks or provide specific services in full or partial 

support of fulfilling official obligations (RSPM No. 8) and RSPM No. 9).

accountability system. system established to maintain the credibility of PPQ’s 

entire export program, to deter forgeries and control public misuse of the 

export certificates.

additional declaration (AD). statement required by an importing country on 

an export certificate that provides specific additional information on a 

consignment in relation to regulated pests (ICPM, 2005).

additional official phytosanitary information. official information that can 

be included in the AD block of a phytosanitary certificate for facilitating future 

reexports of plants or plant products. Exporters must request this information 

be attested to on a phytosanitary certificate and the request must be supported 

by lab results, field inspections, etc.

affiliated island. island associated with the United States but not fully 

integrated as a State (i.e., American Samoa, Guam, the Commonwealth of the 

Northern Mariana Islands (CNMI), Puerto Rico (PR), and the U.S. Virgin 

Islands (USVI)). Affiliated islands are insular areas monitored by the U.S. 

Department of the Interior.
Glossary

Definitions, Terms, and Abbreviations

Glossary-2 Export Program Manual 03/2023-31

agent. individual who meets the eligibility requirements set forth in 7 CFR 

353.6 and who is designated by USDA–APHIS–PPQ to conduct phytosanitary 

field inspections of seed crops to serve as a basis for issuing export certificates 

(refer to 7 CFR 353.1).

Agricultural Marketing Service (AMS). Federal agency responsible for 

inspecting, grading, classing, standardizing, regulating, sampling, testing, and 

reporting market news for specific agricultural and food commodities; refer to 

Table 3-4-2 on page 3-4-2 for a list of acceptable inspection certificates.

agricultural seed. specific varieties of grass, forage, and field crop seed used 

for seeding purposes in the United States; refer to 7 CFR 361.1 for a list of 

agricultural seed.

antagonist. organism (usually pathogen) that does no significant damage to 

the host, but its colonization of the host protects the host from significant 

subsequent damage by a pest (ISPM No. 3).

approved name. approved names of countries must be used when completing 

export certificates. The correct approved country name is populated 

automatically by PCIT when processing a phytosanitary certificate. The 

approved name of the country found in the PExD summary drop-down list is 

based on ISO Standard 3166-2.

area. officially defined country, part of a country, or all or parts of several 

countries (CEPM, 1999; based on the World Trade Organization Agreement on 

the Application of Sanitary and Phytosanitary Measures).

area of low pest prevalence. area, whether all of a country, part of a country, 

or all or parts of several countries, as identified by the competent authorities, in 

which a specific pest occurs at low levels and is subject to effective 

surveillance, control, or eradication measures (IPPC, 1997).

artificially propagated. CITES recommends that this term only apply to 

plants grown by humans from seeds, cuttings, callus tissue, spores, or other 

propagules under controlled conditions. The artificially propagated stock must

be established and maintained in a manner not detrimental to the survival of 

the species in the wild, and managed in a manner designed to maintain the 

artificially propagated stock indefinitely.

authority. National Plant Protection Organization (NPPO) or other entity or 

person officially designated by the government to deal with matters arising 

from the responsibilities set forth in the Code (ISPM No. 3).

Authorized Certification Official (ACO). public officer authorized by the 

National Plant Protection Organization (NPPO) and accredited for signing 

phytosanitary certificates, who 1) possesses the required education, 

experience, and training; and 2) has written confirmation of having 
Glossary

Definitions, Terms, and Abbreviations

03/2023-31 Export Program Manual Glossary-3

successfully passed an approved examination (RSPM No. 8); also refer to 

accreditation on page Glossary-1-1.

authorized entity (AE). applicant authorized by a Federal, State, or county 

duty station to complete the information on PPQ Forms 577 or 579, including 

the additional declaration and treatment blocks.

authorized port. specific port identified by the importing country to direct the 

entry of commodities; also called approved port and point of entry.

bark-free wood. wood from which all bark, excluding the vascular cambium, 

ingrown bark around knots, and bark pockets between rings of annual growth, 

has been removed (ISPM No. 15).

blended commodities. commodities that have been mixed together from 

different sources.

bran. pericarp of grain.

brewers dried grains. dried extracted residue of barley malt alone or in a 

mixture with other cereal grain or grain products resulting from the 

manufacture of wort or beer and may contain pulverized spent hops.

cake. mass resulting from seed pressing in order to remove oils, fats, or other 

liquids.

certificate. official document attesting to the phytosanitary status of any 

consignment affected by phytosanitary regulations (FAO 1990).

certified true copy. endorsement of an official document (e.g., phytosanitary 

certificate) by an Authorized Certification Official (ACO) accurately 

describing a commodity that entered U.S. commerce from a foreign country.

citrus certification/registration program. officially approved program for 

producing citrus propagative material according to the applicable NPPO 

standards.

commercial shipment (CITES). according to 7 CFR 355.2, anyone engaged 

in business as an importer, exporter, or reexporter of terrestrial plants. To 

import, export, or reexport terrestrial plants for the purpose of selling, 

bartering, collecting, or otherwise exchanging or acquiring the plants as a 

livelihood or enterprise engaged in for gain or profit. This term shall not

include persons engaged in business merely as carriers or customhouse 

brokers.

commodity. type of plant, plant product, or other article being moved for trade 

or other purpose (ICPM, 2001).

commodity class. category of similar commodities that can be considered 

together in phytosanitary regulations (FAO, 1990).
Glossary

Definitions, Terms, and Abbreviations

Glossary-4 Export Program Manual 03/2023-31

commodity pest list. list of pests occurring in an area that may be associated 

with a specific commodity (CEPM, 1996).

confidentiality. holding information in strict confidence. Authorized 

Certification Officials (ACOs) are to hold in strict confidence the information 

in export certificates to protect buyers and applicants; also refer to 

Confidentiality on page 2-1-4.

consignment. quantity of plants, plant products, and/or other articles being 

moved from one country to another and covered, when required, by a single 

phytosanitary certificate (a consignment may be composed of one or more 

commodities or lots) (ICPM, 2001).

consignments in transit. consignment that passes through a country without 

being imported, and that may be subject to phytosanitary measures (CEPM 

1999; ICPM, 2002; ISPM No. 25).

contact protocol. plan for personnel to follow regarding communicating 

questions, concerns, and unresolved issues about export certification.

containment. application of phytosanitary measures in and around an infested 

area to prevent the spread of a pest (FAO, 1995).

contaminating pest. pest that is carried by a commodity and, in the case of 

plants and plant products, does not infest those commodities (CEPM, 1999).

contamination. presence in a commodity, storage place, conveyance, or 

container of pests or other regulated articles, not constituting an infestation 

(refer to infestation (of a commodity) on page Glossary-1-8) (CEPM, 1999).

control (of a pest). suppression, containment, or eradication of a pest 

population (FAO, 1995).

Convention on International Trade in Endangered Species of Wild Fauna 

and Flora (CITES). multinational treaty regulating the export and reexport of 

listed species of wild fauna and flora. CITES provides three appendixes for 

listing plants:

CITES Appendix I—any genus, species, subspecies, or variety globally 

threatened with extinction through trade

CITES Appendix II—any taxon (the entire family—all genera and all 

species) that must be regulated in order to avoid the threat of extinction 

through trade

CITES Appendix III—any species, subspecies, or variety listed by one 

country in order to enlist the cooperation of other countries to reinforce 

domestic conservation measures by regulating trade

cooperator. plant regulatory officials designated under the Federal-State 

Cooperative Program. Cooperators are authorized by the PPQ to inspect and 

certify the phytosanitary conditions of commodities offered for export and to 
Glossary

Definitions, Terms, and Abbreviations

03/2023-31 Export Program Manual Glossary-5

issue export certificates. Officials designated as cooperators must meet or 

exceed the basic requirements as detailed in Special Programs • Federal-State 

Cooperative Export Program on page 5-1-1.

country of origin (of a consignment of plant products). country where the 

plants from which the plant products are derived were grown (CEPM, 1999).

country of origin (of a consignment of plants). country where the plants 

were grown (CEPM, 1999).

country of origin (of regulated articles other than plants and plant 

products). country where the regulated articles were first exposed to pest 

contamination (CEPM, 1999).

cube. refer to pellets. on page Glossary-1-11

cut flowers and branches. commodity class for fresh parts of plants intended 

for decorative use and not for planting (ICPM, 2001).

debarking. removing bark from round wood (debarking does not necessarily 

make the wood bark free) (FAO, 1990).

dehulled. outer covering from seeds has been removed.

detection. discovery of a specimen of the target pest.

devitalization. procedure rendering commodities incapable of germination, 

growth, or further reproduction (ICPM, 2001).

distillers’ dried grain. commodity obtained after removing ethyl alcohol by 

distilling from the yeast fermentation of a grain or grain mixture by separating 

the resultant coarse grain fraction of the whole stillage and drying it by 

methods employed in the grain distilling industry. The predominating grain 

shall be declared as the first word in the name.

domestic products. those plants and unprocessed or unmanufactured 

commodities grown or produced in the United States or affiliated islands.

dried. materials from which water or other liquid has been removed.

dunnage. wood packaging material used to secure or support a commodity, but 

that does not remain associated with the commodity (ISPM No. 15).

duty station. official work location of an ACO.

ELISA. Enzyme Linked Immuno-Sorbent Assay (RSPM No. 3).

endangered area. area where ecological factors favor the establishment of a 

pest whose presence in the area will result in economically important loss 

(FAO, 1995).

Endangered Species Act (ESA). enabling legislation that provides for the 

protection of listed species in two categories: 
Glossary

Definitions, Terms, and Abbreviations

Glossary-6 Export Program Manual 03/2023-31

1. Endangered—any species, subspecies, or variety that is in danger of 

extinction throughout all or a significant portion of its range.

2. Threatened—any species, subspecies, or variety that is likely to become 

endangered within the foreseeable future throughout all or a significant 

portion of its range.

entry (of a consignment). movement through a point of entry into an area 

(FAO, 1995).

entry (of a pest). movement of a pest into an area where it is not yet present, 

or present but not widely distributed or being officially controlled (FAO, 

1995).

eradication. applying phytosanitary measures to eliminate a pest from an area 

(FAO, 1995; formerly eradicate).

establishment. perpetuation, for the foreseeable future, of a pest within an 

area after entry (IPPC, 1997; formerly established).

exotic. not native to a particular country, ecosystem, or ecoarea (applied to 

organisms intentionally or accidentally introduced as a result of human 

activities). As the Code is directed at the introduction of biological control 

agents from one country to another, the term “exotic” is used for organisms not

native to a country (RSPM No. 3).

experience. in reference to ACO accreditation, a minimum of 1 year 

experience in plant protection regulatory activities working with or under the 

supervision of an ACO. This experience must occur prior to becoming an 

ACO (RSPM No. 8).

export certificate. any one of three accountable certificates, including PPQ 

Form 577, 578, or 579 used for exporting commodities.

Export Certification Specialist (ECS). USDA–APHIS–PPQ specialist who 

is responsible for maintaining the quality and credibility of the export program.

Export Services (ES). headquarters unit within USDA–APHIS–PPQ that 

maintains a phytosanitary certification system for exported U.S. agricultural 

commodities.

export summary. interpretation of the plant quarantine import requirements 

of a foreign country. Export summaries are not to be considered legally 

authoritative; they are written from translated plant quarantine regulations, 

official instructions, and other information provided by officials in foreign 

countries.

Federal Grain Inspection Service (FGIS). service program within the 

Agricultural Marketing Service (AMS) providing inspection of grain exports 

certified by PPQ Form 577 or 579. Also, FGIS is responsible for inspecting, 
Glossary

Definitions, Terms, and Abbreviations

03/2023-31 Export Program Manual Glossary-7

grading, classing, standardizing, sampling, witnessing treatments, and testing 

specific agricultural and food commodities.

feed. edible materials consumed by animals.

field. plot of land with defined boundaries within a place of production where 

a commodity is grown (FAO, 1990).

find free. to inspect a consignment, field, or place of production and consider 

it to be free of a specific pest (FAO, 1990).

flakes. ingredient rolled or cut into flat pieces with or without prior steam 

conditioning.

Food and Agriculture Organization of the United Nations (FAO). An 

organization that leads international efforts to defeat hunger. Serving both 

developed and developing countries, the FAO is a source of knowledge and 

information and acts as a neutral forum where all nations meet as equals to 

negotiate agreements and debate policy.

foreign plant products. those plants and unprocessed or unmanufactured 

plant products that have officially entered U.S. commerce, but were grown or 

produced in countries other than the United States and its affiliated islands.

free of. without pests (or a specific pest) in numbers or quantities that can be 

detected by applying phytosanitary procedures (FAO, 1995; CEPM, 1999).

fresh. living; not dried, deep frozen, or otherwise conserved (FAO, 1990).

fruits and vegetables. commodity class for fresh parts of plants intended for 

consumption or processing and not for planting (ICPM, 2001).

fumigation. treatment with a chemical agent that reaches the commodity 

wholly or primarily in a gaseous state (FAO, 1995).

germplasm. plants intended for use in breeding or conservation programs 

(RSPM No. 3).

grain. commodity class for seeds intended for processing or consumption and 

not for planting (refer to seeds on page Glossary-1-17) (ICPM, 2001).

Grain Inspection, Packers and Stockyards Administration (GIPSA). a 

former Federal agency that facilitated the marketing of livestock, poultry, 

meat, cereals, oilseeds, and related agricultural commodities, and promoted 

fair and competitive trading practices for the overall benefit of consumers and 

American agriculture; GIPSA is now part of AMS.

grits. coarsely ground grain from which the bran and germ have been 

removed; usually screened to uniform particle size.

groats. grain from which the hulls have been removed.
Glossary

Definitions, Terms, and Abbreviations

Glossary-8 Export Program Manual 03/2023-31

growing medium. any material in which plant roots are growing or intended 

for that purpose (FAO, 1990).

growing season. period or periods of the year when plants actively grow in an 

area, place of production, or production site (ICPM, 2003).

growing season inspection. examining plants during active growth to verify 

freedom from specific pests or pathogens; also may include the growing media 

or soil.

heat treatment. process in which a commodity is heated until it reaches a 

minimum temperature for a minimum period of time according to an official 

technical specification (ISPM No. 15).

high-quality specialty grain (HQSG). defined in 7 CFR 800.0 as grain sold 

under contract terms that specify quality better than the grade limits for U.S. 

No. 1 grain, except for the factor test weight, or specify “organic” as defined 

by 7 CFR Part 205.

hitchhiker pest. refer to contaminating pest on page Glossary-1-4.

hybrid. for CITES purposes, hybrid is the offspring of two genetically 

dissimilar taxa where at least one parent is listed in a CITES Appendix. This 

would include the offspring of parents belonging to different species, different 

genera, and crosses made between a species and a hybrid. Offspring from 

parents of the same species (i.e., intraspecific crosses) are regulated as species 

and are not considered hybrids.

import permit (IP). official document authorizing the importation of a 

commodity in accordance with specified phytosanitary import requirements 

(FAO, 1995; ICPM, 2005).

inactivation. rendering micro-organisms incapable of development (ISPM No. 

18).

in bulk. commodity not in packages or boxes, usually transported in large 

volume.

infestation (of a commodity). presence in a commodity of a living pest of the 

plant or plant product concerned; infestation includes infection (CEPM, 1999).

infested area. area that has been determined to have an established pest 

population.

inspection. official visual examination of plants, plant products, or other 

regulated articles to determine if pests are present and/or to determine 

compliance with phytosanitary regulations (FAO, 1995; formerly inspect).

inspection certificates. cooperating agencies, such as Federal Grain 

Inspection Service (FGIS), perform export inspections for specified 

commodities and issue certificates that may be accepted by USDA–APHIS–
Glossary

Definitions, Terms, and Abbreviations

03/2023-31 Export Program Manual Glossary-9

PPQ in place of inspection. These certificates are based on officially drawn 

samples and export inspections conducted by designated FGIS personnel. 

While not all certificates are accepted by PPQ in place of inspection, a list of 

acceptable inspection certificates issued by FGIS and other agencies is in Table 

3-4-2 on page 3-4-2.

inspection date. date an Authorized Certification Official (ACO) or other 

authorized entity conducts the phytosanitary inspection.

inspector. person authorized by a National Plant Protection Organization 

(NPPO) to discharge its functions (FAO, 1990).

integrity (of a consignment). composition of a consignment as described by 

its phytosanitary certificate or other officially acceptable document, 

maintained without loss, addition, or substitution. (CPM, 2007).

intended use. declared purpose for which plants, plant products, or other 

regulated articles are imported, produced, or used (ISPM No. 18).

interception (of a consignment). refusal or controlled entry of an imported 

consignment due to failure to comply with phytosanitary regulations (FAO, 

1995).

interception (of a pest). detecting a pest during inspection or testing an 

imported consignment (CEPM, 1996).

International Plant Protection Convention (IPPC). deposited with FAO in 

Rome in 1951 and as subsequently amended (FAO, 1990).

International Standard for Phytosanitary Measures (ISPM). an 

international standard adopted by the Conference of FAO, the Interim 

Commission on phytosanitary measures, or the Commission on phytosanitary 

measures established under the IPPC (CEPM, 1999).

international standards. international standards established in accordance 

with Article X paragraph 1 and 2 of the IPPC (IPPC, 1997).

introduction. entry of a pest resulting in its establishment (FAO, 1995; IPPC, 

1997).

issuance date. date a certificate is signed.

kiln drying (KD). process in which wood is dried in a closed chamber using 

heat and/or humidity control to achieve a required moisture content (ISPM No. 

15).

laboratory. public or private facility that calibrates, tests, identifies, or 

conducts diagnoses (RSPM No. 9).

lead time. amount of time needed to inspect or examine a shipment before its 

shipping date (some countries interpret shipping date as the date a commodity 

physically leaves the exporting country).
Glossary

Definitions, Terms, and Abbreviations

Glossary-10 Export Program Manual 03/2023-31

legislation. any act, law, regulation, guideline, or other administrative order 

promulgated by a government (ISPM No. 3).

letter of credit. document issued by a bank authorizing an applicant to draw a 

stated amount of money from the issuing bank. Letters of credit are strictly 

fiduciary documents. For the purposes of phytosanitary certification, letters of 

credit cannot be considered official notifications of changes or exceptions to 

plant quarantine regulations, which must come from the plant protection 

services of the foreign countries. Therefore, letters of credit are not

phytosanitary documents and cannot be referenced on an export certificate.

limited generation system. certification scheme wherein the planting stock 

for each seed class is limited as to eligibility by compliance with established 

disease tolerances and the number of increases made in the field. The classes or 

generations of the limited generation system included are: prenuclear, nuclear, 

Generation 1, Generation 2, Generation 3, Generation 4, and Generation 5; 

where prenuclear is laboratory production, nuclear is greenhouse production 

and Generations 1 through 5 are the first and subsequent field increases.

lot. number of units of a single commodity, identifiable by its homogeneity of 

composition, origin etc., forming part of a consignment (FAO, 1990).

malt. sprouted and steamed whole grain from which the radicle has been 

removed. Though malted grains may look like the unprocessed grain from 

which they are derived, their processing can be determined through handling: 

the grains will be sticky and lighter or have a strong, distinctive odor grain that 

has not been malted does not have.

mark. official stamp or brand, internationally recognized, applied to a 

regulated article to attest to its phytosanitary status (ISPM No. 15).

meal. grain that has been ground or otherwise reduced in particle size.

Memorandum of Understanding (MOU). formal document specifying the 

responsibilities and areas of cooperation mutually understood and agreed to by 

the parties involved; for an example of an MOU, refer to Special Programs • 

Federal-State Cooperative Export Program on page 5-1-1.

micro-organism. protozoan, fungus, bacterium, virus, or other microscopic 

self-replicating biotic entity (ISPM No. 3).

microplantlet. plantlet produced in vitro on a defined medium (RSPM No. 3).

microtuber. ttuber produced in vitro (RSPM No. 3).

middlings. byproduct of flour milling comprising several grades of granular 

particles containing different proportions of endosperm, bran, and germ.

minituber. tuber produced in a protected environment from pathogen-free 

parent material (RSPM No. 3).
Glossary

Definitions, Terms, and Abbreviations

03/2023-31 Export Program Manual Glossary-11

monitoring. official process to verify phytosanitary situations. (CEPM, 1996); 

also refer to treatment on page Glossary-1-18.

National Plant Protection Organization (NPPO). official service 

established by a government to discharge the functions specified by the IPPC 

PPQ serves as NPPO for the United States.

nonquarantine pest. pest that is not a quarantine pest for an area (FAO, 

1995).

North American Plant Protection Organization (NAPPO). regional Plant 

Protection Organization of the International Plant Protection Convention that 

coordinates the efforts among Canada, the United States, and Mexico to protect 

plant resources from the entry, establishment, and spread of regulated plant 

pests, while facilitating intra/interregional trade (also refer to NAPPO).

official. established, authorized, or performed by a National Plant Protection 

Organization (NPPO) (FAO, 1990).

official communication. phytosanitary requirements from a National Plant 

Protection Organization (NPPO) that must be met to import a commodity. 

Official communication in the form of an import permit (IP), letter of 

authorization, etc. supersedes or supplements information contained in PExD.

official control. actively enforcing mandatory phytosanitary regulations and 

applying mandatory phytosanitary procedures with the objective of eradication 

or containment of quarantine pests or for the management of regulated 

nonquarantine pests.

Official State Seed Potato Certification Agency. State agency duly 

authorized by State law to provide seed potato certification services; also refer 

to Commodity • Seed Potatoes on page 4-5-1.

organism. any biotic entity capable of reproduction or replication in its 

naturally occurring state (ISPM No. 3).

packaging. material used in supporting, protecting, or carrying a commodity 

(ISPM No. 20).

parent material. in vitro, pathogen-free propagules used to increase a clone of 

potatoes for producing commercial quantities of microplantlets, microtubers, 

or minitubers (RSPM No. 3).

pathogen. micro-organism-causing disease (ISPM No. 3).

pellets. agglomerated feed formed by compacting and forcing through die 

openings by a mechanical process; similar terms: pelleted feed, hard pellet.

pest. any species, strain, or biotype of plant, animal, or pathogenic agent 

injurious to commodities (IPPC, 1997); also refer to quarantine pest on page 

Glossary-1-15 and nonquarantine pest on page Glossary-1-11.
Glossary

Definitions, Terms, and Abbreviations

Glossary-12 Export Program Manual 03/2023-31

pest-free area (PFA). area in which a specific pest does not occur as 

demonstrated by scientific evidence and in which, where appropriate, this 

condition is being officially maintained (FAO, 1995). 

pest-free place of production (PFPP). place of production in which a specific 

pest does not occur as demonstrated by scientific evidence and in which, 

where appropriate, this condition is being officially maintained for a defined 

period (ISPM No. 10).

pest-free production site (PFPS). defined portion of a place of production in 

which a specific pest does not occur as demonstrated by scientific evidence 

and in which, where appropriate, this condition is being officially maintained 

for a defined period and that is managed as a separate unit in the same way as a 

pest-free place of production (ISPM No. 10).

pest record. document providing information concerning the presence or 

absence of a specific pest at a particular location at a certain time, within an 

area (usually a country) under described circumstances (CEPM, 1997).

pest risk. that level and probability of harm a plant pest could cause in an 

endangered area a National Plant Protection Organization (NPPO) identifies by 

performing a pest risk analysis (PRA) or other internationally acceptable plant 

risk assessment process (RSPM No. 3).

pest risk analysis (PRA). process of evaluating biological or other scientific 

and economic evidence to determine whether a pest should be regulated, and, 

if so, the strength of any phytosanitary measures to be taken against it (IPPC, 

1997).

pest status (in an area). presence or absence, at the present time, of a pest in 

an area, including, where appropriate, its distribution as officially determined 

using expert judgment on the basis of current and historical pest records and 

other information (ICPM, 1998).

phytosanitary action. official operation, such as inspection, testing, 

surveillance, or treatment, to implement phytosanitary measures (ICPM, 

2005).

phytosanitary certificate. certificate patterned after the model certificates of 

the IPPC (FAO, 1990). In the United States, this is an official document (PPQ 

Form 577) attesting to commodities’ phytosanitary condition and is issued by 

an Authorized Certification Official (ACO).

Phytosanitary Certificate Issuance and Tracking (PCIT). preferred method 

of generating PPQ Forms 572, 577, and 579. PCIT tracks the inspection of 

agricultural products and certifies compliance with plant health standards of 

importing countries. This capability provides USDA–APHIS–PPQ better 

security, reporting functions, and monitoring capabilities for exported 

commodities.
Glossary

Definitions, Terms, and Abbreviations

03/2023-31 Export Program Manual Glossary-13

phytosanitary certification. using phytosanitary procedures that lead to 

issuing a phytosanitary certificate (FAO, 1990).

Phytosanitary Export Database (PExD). repository of phytosanitary import 

requirements of U.S.-origin commodities to foreign countries. PExD enhances 

Plant Protection and Quarantine’s (PPQ’s) ability to maintain the export 

program for U.S. exporters. PExD supports PPQ’s Phytosanitary Issues 

Management (PIM) Export Services (ES) with entering export summaries for 

foreign countries. PExD provides reusable text to facilitate uniform entry of 

export summaries. PExD also provides PPQ staff, State and county 

cooperators, and exporters easy access to export summaries via direct user 

queries. PExD interfaces with the PCIT application processing. During 

application processing, users are provided with pertinent export summaries 

based on the consignee country, applicable commodities, and other data 

contained in an application.

phytosanitary import requirements. specific phytosanitary measures 

established by an importing country concerning consignments moving into that 

country (ICPM, 2005).

phytosanitary measure (agreed interpretation). any legislation, regulation, 

or official procedure with the purpose of preventing the introduction and/or 

spread of quarantine pests, or limiting the economic impact of regulated 

nonquarantine pests (ISPM, 2002).

phytosanitary procedure. any official method for implementing 

phytosanitary measures including inspections, tests, surveillance, or treatments 

in connection with regulated pests (ICPM, 2005).

phytosanitary regulation. official rule to prevent the introduction and/or 

spread of quarantine pests or to limit the economic impact of regulated 

nonquarantine pests, including establishing procedures for phytosanitary 

certification (ICPM, 2001).

place of production. any premises or collection of fields operated as a single 

production or farming unit. This may include production sites that are 

separately managed for phytosanitary purposes (CEPM, 1999).

plant products. unmanufactured material of plant origin (including grain) and 

those manufactured products that, by their nature or that of their processing, 

may create a risk for introducing and spreading pests (IPPC, 1997; formerly 

plant product).

Plant Protection Act. legislation providing the authority to prohibit or restrict 

imports, exports, interstate and intrastate movement of plant pests, plants, plant 

products, noxious weeds, biological control agents, and means of conveyance.
Glossary

Definitions, Terms, and Abbreviations

Glossary-14 Export Program Manual 03/2023-31

Plant Protection and Quarantine (PPQ). organizational unit within USDA–

APHIS accountable for assisting applicants in meeting the plant quarantine 

import requirements of foreign countries.

plant protection organization (national). refer to the National Plant 

Protection Organization (NPPO) on page Glossary-1-11.

plant quarantine. all activities designed to prevent the introduction and/or 

spread of quarantine pests or to ensure their official control (FAO, 1995).

planting (including replanting). any operation for placing plants in a growing 

medium, or by grafting or similar operations, to ensure their subsequent 

growth, reproduction, or propagation (CEPM,1999).

plantlets. as relates to seed potatoes, plantlets are small plants produced under 

aseptic culture conditions in a laboratory.

plants. living plants and parts thereof, including seeds and germplasm (IPPC, 

1997). Any plant (including any plant part) for or capable of propagation, 

including a tree, tissue culture, plantlet culture, pollen, shrub, vine, cutting, 

graft, scion, bud, bulb, root, and seed. (Plant Protection Act). As relates to seed 

potatoes, plants are rooted plants produced under a screenshow, greenhouse, or 

field environment.

plants for planting. plants intended to remain planted, to be planted, or 

replanted (FAO, 1990).

plants in vitro. commodity class for plants in an aseptic medium in a closed 

container (CEPM, 1999; ICPM, 2002; formerly plants in tissue culture).

point of entry. airport, seaport, or land border point officially designated for 

importing consignments and/or passenger entrance (FAO, 1995).

PPQ Form 572. application of Inspection and Certification of Domestic Plants 

and Plant Products for Export. Official form providing the information needed 

to complete an export certificate and serving as a worksheet for the Authorized 

Certification Official (ACO) conducting the inspection. Refer to Completing 

Application for Export Certification (PPQ Form 572) on page 3-2-1 for 

directions on how to complete the application.

PPQ Form 577. accountable inspection certificate used to certify domestic 

plants and unprocessed or unmanufactured agricultural commodities for export 

that have been inspected and/or tested according to appropriate official 

procedures. These commodities are considered to be free of quarantine pests 

specified by the importing country and conform with the current phytosanitary 

requirements of the importing country, including those for regulated, 

nonquarantine pests.

PPQ Form 578. accountable certificate used to certify eligible processed plant 

products.
Glossary

Definitions, Terms, and Abbreviations

03/2023-31 Export Program Manual Glossary-15

PPQ Form 579. accountable form used to certify, based on an original foreign 

phytosanitary certificate and/or an additional inspection, commodities that 

officially entered the United States are considered to conform to the current 

phytosanitary regulations of the importing country, and have not been 

subjected to the risk of infestation or infection during storage in the United 

States. PPQ Form 579 may also be used to certify commodities of foreign 

origin intended for reexport to a U.S. affiliated island.

PRA area. area in relation to which a pest risk analysis (PRA)is conducted 

(FAO, 1995).

practically free. of a consignment, field, or place of production, without pests 

(or a specific pest) in numbers or quantities in excess of those that can be 

expected to result from, and be consistent with, good cultural and handling 

practices employed in the production and marketing of the commodity (FAO, 

1995). As a working definition for export certification purposes, “practically 

free” means not to exceed a 2% infestation level unless otherwise stated by the 

importing country. Also, “practically free” refers to a judgment that the pests 

are not in excess of the amount expected to result from, and be consistent with, 

good culturing and handling practices employed in the production and 

marketing of the commodity. When FGIS inspection certificates are used as 

supporting documentation for certifying grain, “practically free” refers to 

FGIS’s acceptance standards for insects found in grain.

processed plant product. commodity derived from a plant subjected to a 

procedure believed to have rendered the commodity free of plant pests; refer to 

PExD for a list of processed products eligible for certification.

propagative plant material. plants or plant parts for planting or 

multiplication (RSPM No. 3).

propagules. any plant part used for asexual propagation (RSPM No. 3).

protocol. plan for communicating questions, concerns, and unresolved issues 

about export certification; refer to Appendix A on page A-1-1.

Potato Virus X (PVX). most widespread of all potato viruses; it is also 

referred to as latent mosaic, potato latent virus, and potato mottle virus.

quarantine. official confinement of regulated articles for observation and 

research or for further inspection, testing, and/or treatment (FAO, 1995; 

CEPM, 1999).

quarantine area. area within which a quarantine pest is present and is being 

officially controlled (FAO, 1995).

quarantine pest. pest of potential economic importance to the area 

endangered and not yet present, or present, but not widely distributed and 

officially controlled (FAO, 1995; IPPC, 1997). As relates to the U.S./Canada 

Greenhouse Certification Program, quarantine pests are identified by each 
Glossary

Definitions, Terms, and Abbreviations

Glossary-16 Export Program Manual 03/2023-31

importing country and are listed as prohibited pests in the importing country’s 

plant quarantine import requirements (export summary). Quarantine pests are 

those of potential economic importance to the area endangered, and are not

present, or present but not widely distributed and being officially controlled.

reexported consignment. consignment imported into a country from which it 

is then exported. The consignment may be stored, split up, combined with 

other consignments, or have its packaging changed (formerly country of 

reexport) (CEPM, 1999; ICPM, 2002).

refusal. forbidding entry of a consignment or other regulated article when it 

fails to comply with phytosanitary regulations (FAO, 1995).

Regional Plant Protection Organization (RPPO). ntergovernmental 

organization with the functions laid down by Article IX of the IPPC (FAO, 

1995; CEPM, 1999; formerly plant protection organization (regional)).

regional standards. standards established by a Regional Plant Protection 

Organization for instructing the members of that organization (IPPC, 1997).

regulated article. any plant, plant product, storage place, packaging, 

conveyance, container, soil or any other organism, object, or material capable 

of harboring or spreading pests, requiring phytosanitary measures, particularly 

where international transportation is involved (FAO, 1995; IPPC, 1997).

regulated nonquarantine pest (RNQP). nonquarantine pest whose presence 

in plants for planting affects the intended use of those plants with an 

economically unacceptable impact and regulated within the territory of the 

importing contracting party (IPPC,1997).

regulated pest. quarantine pest or a regulated nonquarantine pest (IPPC, 

1997).

replacing certificates. erm “replace” refers to substituting a new certificate 

for a previously issued certificate. The replacement may be the result of ACO 

errors or at the request of an applicant for various reasons.

release (of a consignment). authorization for entry after clearance (FAO, 

1995).

replanting. refer to planting (including replanting) on page Glossary-1-14.

restriction. phytosanitary regulation allowing the importation or movement of 

specified commodities subject to specific requirements (CEPM, 1999).

round wood. wood not sawn longitudinally, carrying its natural rounded 

surface, with or without bark (FAO, 1990).

sawn wood. wood sawn longitudinally, with or without its natural rounded 

surface, with or without bark (FAO, 1990).
Glossary

Definitions, Terms, and Abbreviations

03/2023-31 Export Program Manual Glossary-17

seed potato certification. officially adopted scheme for producing potato 

propagative materials meeting prescribed requirements for potato pest freedom 

and varietal purity (RSPM No. 3).

seed potatoes. potato plantlets, plants, microtubers, minitubers, tubercles, and 

tubers.

seeds. commodity class for seeds for planting or intended for planting and not

for consumption or processing (refer to grain on page Glossary-1-7) (ICPM, 

2001).

shipment. as a working definition for export certification purposes, 

“shipment” means one exportation of commodities from one applicant to one 

consignee in one country on one means of conveyance. In most cases, only one 

export certificate is issued per shipment; also refer to consignment on page 

Glossary-1-4.

shipping date. date a shipment physically leaves the exporting country.

soil. loose surface material of the earth in which plants grow, in most cases 

consisting of disintegrated rock with an admixture of organic material (Soil 

Movement Position Paper) (NAPPO, 2004).

spread. expanding the geographical distribution of a pest within an area (FAO, 

1995).

standard. document established by consensus and approved by a recognized 

body, that provides, for common and repeated use, rules, guidelines, or 

characteristics for activities or their results aimed at achieving the optimum 

degree of order in a given context (FAO, 1995; ISO/IEC GUIDE 2:1991 

definition).

State phytosanitary certificate. document issued by a plant regulatory 

official of a State Department of Agriculture attesting to the phytosanitary 

condition of commodities. State phytosanitary certificates are not to be used 

for international trade.

State Plant Health Director (SPHD). administrator within USDA–APHIS–

PPQ responsible for pest prevention and the export certification program 

within their assigned State(s).

State Plant Regulatory Official (SPRO). administrator of the section of their 

state’s Department of Agriculture who deals with pest prevention and export 

certification. The main administrator in conjunction with the Federal-State 

Cooperators’ Memorandum of Understanding.

stored product. unmanufactured plant product intended for consumption or 

processing, stored in a dried form (this includes grain and dried fruits and 

vegetables) (FAO, 1990).
Glossary

Definitions, Terms, and Abbreviations

Glossary-18 Export Program Manual 03/2023-31

suppression. applying phytosanitary measures in an infested area to reduce 

pest populations (CEPM, 1999).

surveillance. official process collecting and recording data on pest occurrence 

or absence by survey, monitoring, or other procedures (CEPM, 1996).

survey. official procedure conducted over a defined time period to determine 

the characteristics of a pest population or to determine which species occur in 

an area (CEPM, 1996).

terrestrial plants. any plants (including epiphytic plants), except marine 

plants.

test. official examination, other than visual, to determine if pests are present 

or to identify pests (FAO, 1990).

third country requirements for reexports. foreign import requirements for 

the destination country from the country of origin.

time limit. maximum time allowed between the date of inspection of the 

commodity and the issuance date of an export certificate unless otherwise 

specified by the importing country. This limit is established by the importing 

country or PPQ.

treatment. official procedure for killing, inactivating, or removing pests, or for 

rendering pests infertile or for devitalization (FAO, 1995; ISPM No. 15; ISPM 

No. 18; ICPM, 2005).

tubercles. small tubers produced in leaf axils of leaf bud cuttings.

tubers. as relates to seed potatoes, potatoes produced under field conditions.

USDA–APHIS–PPQ. United States Department of Agriculture–Animal and 

Plant Health Inspection Service–Plant Protection and Quarantine.

vegetable seed. specific seed of the kinds and varieties that are or may be 

grown in gardens or on truck farms and are or may be generally known and 

sold under the name of vegetable seed; refer to 7 CFR 361.1 for a list of 

vegetable seed.

visual examination. physical examination of plants, plant products, or other 

regulated articles using the unaided eye, lens, stereoscope, or microscope to 

detect pests or contaminants without testing or processing (ISPM No. 23).

wood. commodity class for round wood, sawn wood, wood chips, or dunnage, 

with or without bark (ICPM, 2001).

wood packaging material (WPM). wood or wood products (excluding paper 

products) used in supporting, protecting, or carrying a commodity (includes 

dunnage) (ISPM No. 15 and 7 CFR 319.40-1).
Glossary

Definitions, Terms, and Abbreviations

03/2023-31 Export Program Manual Glossary-19

workplan. official document specifying the phytosanitary measures agreed to 

by the National Plant Protection Organizations (NPPO) of both importing and 

exporting countries, intended to prevent the movement of regulated pests while 

facilitating trade of plants and plant products (RSPM No. 19, Bilateral 

Workplans).

World Trade Organization (WTO). global international organization dealing 

with the rules of trade between nations (also refer to WTO).

wort. liquid portion of malted grain; it is a solution of malt sugar and other 

water-soluble extracts from malted mash.

XPM. Initials representing the Export Program Manual.
Glossary

Definitions, Terms, and Abbreviations

Glossary-20 Export Program Manual 03/2023-31
03/2023-31 Export Program Manual Index-1-1

Export 

Program 

A

B

C

D

E

F

G

H

I

J

K

L

M

N

O

P

Q

R

S

T

U

V

W

X

Y

Z

Index

A

abbreviations, list of Glossary-1-1

acceptable documents 3-4-1, 3-4-2

acceptable inspection certificates 3-4-2

accountability system 3-7-26

accredited companies 2-1-10

accredited entities 2-1-2, 2-1-9, 3-4-1, 3-4-2

accredited phytosanitary procedures 2-1-2

ACO accreditation 2-1-2

Additional Declaration (AD) 2-1-3

additional inspection 3-4-2

additional official phytosanitary information 2-1-3

additional requirements 3-4-7

administrative fee 3-7-2 to 3-7-18

advice number 2-1-14

affiliated islands 3-3-3, 3-5-2

aflatoxins 2-1-14

Agreements Services Center (ASC) 5-1-2, 5-1-9

Agricultural Marketing Act of 1946 4-3-1

Agricultural Marketing Service (AMS) 2-1-10, 3-4-2

agricultural products 2-1-13

Ambrosia 4-3-3

American National Standards Institute (ANSI) 1-1-

5

American Samoa 3-3-3

American Softwood Lumber Standard 5-2-27, 5-2-

28

AMS Forms

FV 146, Certificate of Quality and Condition 

(Processed Foods) 3-4-2, F-1-3

FV 147, Certificate of Quality and Condition 

(Processed Foods) Quality Assurance 3-4-2, 

F-1-4

FV 149, Certificate of Quality and Condition 

(Processed Foods) Continuous Inspection 3-4-

2, F-1-5

FV 294, Report on Sanitary Inspection 3-4-2, F1-6

FV-489e, Memorandum Report of Inspection for 

Processed Raisins 3-4-2

Animal and Plant Health Inspection Service 

(APHIS) 1-1-2, 4-3-9

animal diseases 2-1-14

animal health concerns 2-1-14

APHIS Forms

Transmittal and Receipt for Accountable 

Items F-1-8

Record of Public Funds Received 3-7-7, 3-7-11, 

3-7-15, F-1-9

APHIS policy directives 3-7-5, 3-7-10, 3-7-14

approved laboratory 4-3-3

area freedom 3-4-5

area identifiers 2-1-12

Argentina 4-3-3

aseptic culture 4-5-9

attachment sheets 3-5-3

auditing of records 2-1-11

authorization number 2-1-14

Authorized Certification Official (ACO)

accreditation of 2-1-2

date of inspection by 2-1-17

determining eligibility of commodities 3-3-1

determining import requirements 3-3-4

verification of inspection by 2-1-5

authorized entity (AE) 2-1-3, 2-1-14

Avena byzantina 4-3-4, 4-3-7

Avena sativa 4-3-4, 4-3-7

B

bacteria 2-1-8

bacterial ring rot 4-5-8, 4-5-10, 4-5-11

bagging 3-4-8

bags 3-4-3

baled compressed cotton 4-2-1

barley 4-3-3, 4-3-4

beans 4-3-3, 4-3-4, 4-3-7

biannual audit checklist for mill certification 

programs 5-2-42

biannual audits 5-2-28, 5-2-34, 5-2-41

blackleg 4-5-10, 4-5-11

boldfacing 1-1-6

botanical name of plants 3-5-8, 3-5-11

boxes 3-4-3

bran 4-3-7

Brassica napus 4-3-4, 4-3-7

brewers dried grains 4-3-7

brown rot 4-5-11

buffer zone 2-1-11, 2-1-12

bulk shipments 4-4-4

bulleted lists 1-1-6

C

cakes 4-3-7

California A-1-1

Canada 3-3-3, 4-3-3, 4-5-8

Canadian thistle 4-3-3

canola 4-3-3, 4-3-4
Index 

Index-1-2 Export Program Manual 03/2023-31

A

B

C

D

E

F

G

H

I

J

K

L

M

N

O

P

Q

R

S

T

U

V

W

X

Y

Z

cartridge type dust mask 4-4-1

cashier’s checks 3-7-4, 3-7-9, 3-7-13

castor bean 4-3-3

caution, as an advisory 1-1-6

certificate

acceptable inspection 3-4-2

for reexport (PPQ Form 579) 3-5-8

of debarking and grub hole control 5-2-38, 5-2-39, 

5-2-40

phytosanitary (PPQ Form 577) 3-5-4

Certificate of Quality and Condition (Processed 

Foods)

AMS Form FV 146 3-4-2, F-1-3

AMS Form FV 147 3-4-2, F-1-4

AMS Form FV 149 3-4-2, F-1-5

certificates issued worksheet 3-7-20, 3-7-21

certification regime 4-5-4

certification tags 4-5-12

certified checks 3-7-4, 3-7-9, 3-7-13

certified true copy 3-5-11, 3-5-14

certifying a commodity 3-1-3

certifying entity 4-5-4

chapters, meaning in the XPM 1-1-6

check marks 3-5-2

checks collected worksheet 3-7-22, 3-7-23

chemical residues 2-1-15

chickpeas 4-3-3

Cirsium arvense 4-3-3

CITES certification 3-3-4

Clavibacter michiganensis subsp. sepedonicus 4-

5-8

Claviceps africana 4-4-6

cloth 4-4-1

collecting user fees 3-7-1, 3-7-2, 3-7-7, 3-7-9, 3-7-12

commercial information 2-1-4

commercial lots of seed 4-4-5

commercial terms 2-1-15, 3-5-2

commodities shipped in bulk 3-4-3

commodity type 3-3-1

communication, internal A-1-1

compliance 2-1-13

compliance agreements 2-1-11

compressed cotton 4-2-1

concerns, contacts for A-1-1

confidential trade information 2-1-4

confidentiality 2-1-4, 3-5-1

coniferous sawn wood 5-2-28, 5-2-40

consignment integrity 2-1-12

contact protocol A-1-1

containerized lumber 4-1-1, 4-1-2

containers 3-4-8, 4-3-5, 4-4-1, 4-5-8

contaminants 4-4-5

contiguous ROT 3-7-4

control data 1-1-6

Convention on International Trade in Endangered 

Species of Wild Fauna and Flora (CITES) 3-3-3

cooperating agencies 2-1-10

Cooperative extension services 2-1-12

cooperator responsibilities 4-5-4

corn 4-3-3, 4-3-4, 4-4-6

correction fluid 3-5-2

correction tape 3-5-2

cotton 4-2-1, 4-3-4

cotton compliant warehouses 2-1-10

cottonseed 4-3-3

coveralls 4-4-4

Crotalaria 4-3-3

cubes 4-3-7

cyst nematode 4-5-11

D

danger, as an advisory 1-1-5

debarking and grub hole control 5-2-23, 5-2-35

debit transaction report 3-7-2

Debt Collection Improvement Act (DCIA) 3-7-5, 3-

7-10, 3-7-14

decision tables 1-1-7

degree of processing 3-3-1

Department of Treasury 3-7-5, 3-7-10, 3-7-14

Deputy Administrator of PPQ 5-1-2

determining eligibility of commodities 3-3-1

diagnostic methods and protocols 4-5-4

disease causing organisms 2-1-8

disease resistance 2-1-14

disease testing 4-5-5

distillers dried grains 4-3-7

distinguishing marks 3-5-8, 3-5-11

distribution

PPQ Form 577 3-5-13

PPQ Form 579 3-5-13, 3-5-14

Ditylenchus destructor 4-5-11

Division of Management Authority (DMA) 2-1-15

documentation 2-1-9, 2-1-11, 3-4-1

documents, acceptable 3-4-2

dust mask 4-4-1, 4-4-4

dusted seed 4-4-1

dyes 4-4-4

E

eChecks 3-7-4, 3-7-9, 3-7-13

economic permits 2-1-15

edible mushrooms 3-3-2

Egypt 4-3-3

eligibility for certification

based on commodity 3-3-1

based on origin and destination 3-3-3

based on protected status 3-3-3

ELISA technique 4-4-6

embedded seed 4-4-4, 4-4-6

embedding 2-1-10

encapsulation 2-1-10

Errors

model letter to document major 5-1-5

errors on export certificates 5-1-5, 5-1-6, 5-1-7

Erwinia stewartii 4-4-6

European Union

kiln-dried wood going to Member States of 5-2-

33

letter of authorization for 2-1-14

lumber going to Member States of 5-2-23

sawn wood going to Member States of 5-2-27, 5-

2-35
Index 

03/2023-31 Export Program Manual Index-1-3

A

B

C

D

E

F

G

H

I

J

K

L

M

N

O

P

Q

R

S

T

U

V

W

X

Y

Z

exclusion measures 2-1-11

experience of users 1-1-4

export certificate fees E-1-1

export certificate review process 5-1-4

export certificates 1-1-2

Export Certification Specialist (ECS) 2-1-14, 5-1-2

export certification violations 2-1-6

export inspection data 3-2-4

Export Services (ES)

contacting A-1-2

entering export summaries for foreign 

countries B-1-1

issuing transmittals for the XPM 1-1-8

maintaining the export program 1-1-2

processing written requests for entry into the 

Federal-State Cooperative Export Program 5-

1-2

submitting results of the biannual audit to 5-2-28

export standards for seed potatoes 4-5-2, 4-5-7

export volume 4-3-3

exported commodities 2-1-13

extraneous marks 3-5-2

eye protection 4-4-4

F

Fabaceae 4-3-3

Federal Grain Inspection Service (FGIS) 2-1-9, 3-

4-2, 3-4-6, 4-3-1

Federal laboratories 2-1-10

Federal-State Cooperative Export Program 5-1-1 

to 5-1-13

feed 4-3-7

FGIS Form 921-2, Inspection Report–Insects in 

Grain 3-4-2, F-1-11

FGIS service providers 4-3-4

fiduciary information 3-3-5

field inspection reports 3-4-5

field inspections 2-1-17

Field Management Division 3-4-2

financial information 2-1-4

Financial Management Service 3-7-5, 3-7-10, 3-7-

14

fitness for human consumption 2-1-14

flakes 4-3-7

flashlight for examining lumber 4-1-2

flax 4-3-4

flaxseed 4-3-3

Florida Export Citrus Fruit Inspection Report 3-4-2

flour 4-3-7

FOIA (Freedom of Information Act) 2-1-4

Food and Agriculture Organization (FAO) 4-3-9

footnotes 1-1-7

foreign government 2-1-6

foreign phytosanitary certificate, stamping 3-4-2

foreign points of contact 3-3-5

free of regulated pests 4-5-4

Freedom of Information Act (FOIA) 2-1-4

freedom of insects and weed seeds 2-1-8

fumigation 4-3-5

fungi 2-1-8

fungicide 2-1-10, 4-4-6

FV Forms

Certificate of Quality and Condition (Processed 

Foods) F-1-3

Certificate of Quality and Condition (Processed 

Foods) Quality Assurance F-1-4

Report on Sanitary Inspection F-1-6

Certificate of Quality and Condition (Processed 

Foods) Continuous Inspection F-1-5

G

gangrene 4-5-11

general surveillance 2-1-11

generation 1 plant material 4-5-9

generation 2 plant material 4-5-9

generation 3 plant material 4-5-10

genetic composition 2-1-14

genetically modified organism (GMO) 2-1-7, 2-1-15

Globodera spp. 4-5-11

gloves 4-4-1

gluten feed 4-3-7

gluten meal 4-3-7

gluten pellets 4-3-7

Glycine max 4-3-4, 4-3-7

golden nematode 4-5-11

Gossypium 4-3-4

government agencies 3-4-1

grades 2-1-14

grain 2-1-8, 3-4-3

Grain Inspection, Packers and Stockyards 

Administration (GIPSA) 4-3-9

greenhouse or controlled environment 

production 4-5-9

grits 4-3-7

groats 4-3-7

growing season inspection 2-1-11, 2-1-12, 3-4-5, 3-

5-2

grub control 5-2-35

Guam 3-3-3

H

handling refunds 3-7-24

harmful organisms 2-1-10

heading levels 1-1-7

heat treatment certification 5-2-23

Held Shipment Worksheet F-1-16, F-1-17

Helianthus annuus 4-3-4, 4-3-7

hermetically sealed container 2-1-18, 4-4-2

highlighting, meaning in the XPM 1-1-8

historical records 2-1-11

Hordeum vulgare 4-3-4, 4-3-7

humanitarian shipments 3-7-3

hypergeometric table 3-4-3, 3-4-4, 4-2-6

I

identification release authority 3-4-6

immediate updates 1-1-8

import permit (IP) 3-3-4
Index 

Index-1-4 Export Program Manual 03/2023-31

A

B

C

D

E

F

G

H

I

J

K

L

M

N

O

P

Q

R

S

T

U

V

W

X

Y

Z

import reference number 2-1-14

import requirements 3-1-1, 3-4-2

import tariff item number 2-1-14

importing countries 2-1-13

inactivation of ACOs 5-1-7

indentions, meaning in the XPM 1-1-8

industry groups 4-5-2

infection 2-1-10

infestation 2-1-10

injurious plant pests 2-1-6

insecticide 4-4-6

insects 3-4-5

inspecting the commodity 3-4-5

inspection 2-1-9

inspection certificates, acceptable 3-4-2

Inspection Report—Insects in Grain 3-4-2

inspection results 3-4-9, 3-4-10

inspectional units 3-4-3, 3-4-4

intended use 2-1-15, 3-5-2

interagency agreements 3-7-3

internal communication A-1-1

International Plant Protection Convention 

(IPPC) 1-1-5, 2-1-5, 3-5-4, 4-3-9

international standards 1-1-3

International Standards for Phytosanitary 

Measures (ISPM) 1-1-5

in-transit treatments 3-4-7

Investigative and Enforcement Services (IES) 2-1-

6

in-vitro production seed potatoes 4-5-9

IPPC Standards 1-1-5

issuing office 3-5-12

K

karnal bunt 2-1-8

kiln facility 5-2-27

knife 4-4-1

L

label requirements 3-4-6

label, pressure sensitive 4-4-4

labeling 2-1-12

laboratory analysis 2-1-10

laboratory testing 2-1-8, 2-1-9, 2-1-17

laboratory testing documents 3-4-5

laboratory tests 2-1-9, 2-1-18, 3-4-5

leafroll 4-5-7

Legislative and Public Affairs 2-1-4

Lens culinaris 4-3-4, 4-3-7

lentils 4-3-3, 4-3-4

letter of authorization 2-1-14

letter of commitment number 2-1-15

letter of credit number 2-1-15

levels of radioactivity 2-1-15

limited generation system 4-5-3, 4-5-4, 4-5-7

line selected hill units 4-5-3

Linum usitatissimum 4-3-4, 4-3-7

lot number 2-1-10

lots of seed 4-4-5

lumber

containerized 4-1-1, 4-1-2

grading agencies 5-2-8, 5-2-28, 5-2-32, 5-2-33, 5-

2-38, 5-2-40

kiln dried coniferous 5-2-23

mills 4-1-1, 5-2-28, 5-2-40

M

major errors on export certificates 5-1-6

major mistakes

model letter to document 5-1-5

malted grain 4-3-7

managing records 3-7-26

marking pen 4-4-1

masking tape 4-4-4

meal 4-3-7

Meloidogyne spp. 4-5-11

Member States 5-2-35

Memorandum of Understanding (MOU) 2-1-9, 4-3-

9, 4-5-3

debarking and grub control of coniferous sawn 

wood 5-2-36, 5-2-37

Federal-State cooperative program 5-1-1, 5-1-9

kiln dried coniferous sawn wood 5-2-31

list of active Federal-State MOUs 5-1-13

Memorandum Report of Inspection for Processed 

Raisins 3-4-2

methodology 2-1-8

methods of packaging 2-1-15

Mexico 4-3-3

microtubers 4-5-3, 4-5-9

middling 4-3-7

middling pellets 4-3-7

mill certificates 5-2-33, 5-2-34

mill certification program

debarking and grub control of coniferous sawn 

wood 5-2-35

kiln-dried coniferous sawn wood going to non 

European Union Member States 5-2-29

responsibilities 5-2-27

millet 4-3-4

minimum inspection level 3-4-3

minitubers 4-5-3, 4-5-9

Minneapolis Financial Services Branch 3-7-8, 3-7-

12, 3-7-16

minor errors on export certificates 5-1-7

miscellaneous requirements 3-4-7

Mistakes

model letter to document major 5-1-5

mixed grain 4-3-3

model letter for documenting major errors found on 

an export certificate 5-1-5

moisture meter 4-1-2

money orders 3-7-4, 3-7-9, 3-7-12, 3-7-13, 3-7-14, 3-

7-16

monitoring capabilities 2-1-13

monthly reports 3-7-26

mosaic 4-5-7

multipart paper forms 3-4-10

multipart paper users 3-4-9

multiple certificates 3-7-8, 3-7-12, 3-7-16, 3-7-19
Index 

03/2023-31 Export Program Manual Index-1-5

A

B

C

D

E

F

G

H

I

J

K

L

M

N

O

P

Q

R

S

T

U

V

W

X

Y

Z

multiple pests 3-4-6

mung bean 4-3-4

mushroom spawn 3-3-2

mushrooms 3-3-2

mycotoxins 2-1-14

N

NAPPO Standards 1-1-5

National Agricultural Pest information System 

(NAPIS) 2-1-11

National Cotton Compliance Agreement 4-2-3

National Plant Board 4-5-2

National Plant Protection Organization (NPPO) 1-

1-5, 3-1-3, 3-3-4, 3-4-8, 3-5-5

National Seed Health System 2-1-2

negative survey data 2-1-11

nematodes

cyst 4-5-11

freedom from 2-1-8

golden 4-5-7, 4-5-11

potato rot 4-5-11

root-knot 4-5-11

new editions 1-1-9

nominating Federal or State candidates 5-1-2

non government entities 2-1-10

noncontiguous ROT 3-7-4

North American Plant Protection Organization 

(NAPPO) 1-1-5

Northern Mariana Islands 3-3-3

notice, as an advisory 1-1-6

nuclear radiation 2-1-15

nuclear stock seed potatoes 4-5-9

numbering scheme 1-1-8

nursery stock 3-4-4

O

oats 4-3-3, 4-3-4, 4-4-3

official communication 2-1-4, 2-1-9, 3-1-3, 3-3-5

official samples 2-1-9, 4-3-3

official State certification tags 4-5-12

official verification 2-1-15

Oryza sativa 4-3-4, 4-3-7

overland export “grain” consignments 4-3-3

overtime 3-7-4

P

packaging requirements 3-4-8

Pantoea stewartii 4-4-6

paper checks 3-7-4, 3-7-9, 3-7-12, 3-7-13

pathogens 4-4-5

peas 4-3-3, 4-3-4

pelletized seed 2-1-10, 4-4-4, 4-4-6

pellets 4-3-7

periodic checks 2-1-11, 2-1-12

permanent bale identification 4-2-5

personal checks 3-7-4, 3-7-9, 3-7-13

pest control measures 2-1-11

pest-free area (PFA) 2-1-10

pest-free place of production (PFPP) 2-1-10, 2-1-11

pest freedom 2-1-11

pest proof boxes 3-4-8

pest tolerances 4-5-5

pesticides 2-1-15, 4-4-1, 4-4-4

pests 3-4-5, 4-4-5

Phaseolus spp. 4-3-4, 4-3-7

Phoma exigua pv. foveata 4-5-11

phosphine fumigation 3-4-7

Phytosanitary Certificate for Reexport, PPQ Form 

579 2-1-5

Phytosanitary Certificate Issuance & Tracking 

System (PCIT) 2-1-13

Phytosanitary Certificate, PPQ Form 577 2-1-5

Phytosanitary Export Database (PExD) B-1-1

Phytosanitary Issues Management (PIM) 1-1-2, 5-

1-2, B-1-1

phytosanitary requirements 3-3-1, 3-5-5, 4-5-4

phytosanitary security 2-1-12

phytosanitary significance 3-4-6

phytosanitary status 2-1-3

Pisum sativum 4-3-4, 4-3-7

plant debris 4-4-5

plant disease causing organisms 2-1-8, 2-1-14

plant health standards 2-1-13

plant pathogens 2-1-2

plant products 2-1-3, 3-5-2

Plant Protection Act (PPA) 1-1-4, 2-1-6

Plant Protection and Quarantine (PPQ) 1-1-2, 4-3-9

plantlets 4-5-3, 4-5-9

plastic gloves 4-4-4

Policies and Procedures Branch 3-4-2

policy 2-1-1 to ??

post-harvest testing 4-5-4

Potato Necrotic Virus Management Plan 4-5-7

potato pest management plans 4-5-5

potato plantlets 4-5-3

potato rot nematode 4-5-11

potatoes 3-4-3

PPQ duty stations 2-1-13, 5-2-34, 5-2-41

PPQ employees 2-1-13

PPQ Forms

Application for Inspection and Certification of 

Plants and Plant Products for Export 3-2-3

Attachment Sheet for Phytosanitary Certificate or 

Phytosanitary Certificate for Reexport 3-5-14

Phytosanitary Certificate 3-5-3

Export Certificate, Processed Plant Products 2-

1-14

Phytosanitary Certificate for Reexport r 3-5-11

PPQ Plant Health Safeguarding Specialists 3-3-4

PPQ regional offices 5-2-28, 5-2-34, 5-2-41

practically free 3-4-6

prenuclear stock seed potatoes 4-5-9

preprinted certification statement 2-1-5

pressure-sensitive label 4-4-4

preventive measures 2-1-11

Privacy Act (PA) 2-1-4

privacy requirements 4-5-5
Index 

Index-1-6 Export Program Manual 03/2023-31

A

B

C

D

E

F

G

H

I

J

K

L

M

N

O

P

Q

R

S

T

U

V

W

X

Y

Z

privileged trade information 2-1-4

process of export certification, schematic of 3-1-2

processed products 3-3-2

product identity 2-1-12

production area freedom 3-4-5

program credibility 2-1-9

prohibited information on an export certificate 2-1-

14

protected plant species 2-1-15

protected status 3-3-1

protective coveralls 4-4-4

protective gloves 4-4-1

Puerto Rico 3-3-3

purchase contract number 2-1-15

Q

quality 2-1-14

Quality Manual (QM) 4-5-2

quality related statements 3-3-5

quantity or quality restrictions 2-1-15

R

radionuclides 2-1-15

ragweed seeds 4-3-3

railcars 4-3-5

Ralstonia solanacearum 4-5-11

random sampling 3-4-4

reaccreditation

of ACOs 5-1-3

of suspended ACOs 5-1-7

training 5-1-8

reactivation of ACOs 5-1-7

recirculation system 3-4-7

record keeping 2-1-11, 2-1-15

recording inspection results 3-4-9

reexport commodities 3-3-4

refund request worksheet 3-7-25

Regional Program Manager (RPM) 3-4-7

Regional Standards for Phytosanitary Measures 

(RSPM) 1-1-5

regulated pests 2-1-5, 4-5-4

regulatory controls 2-1-11

Report on Sanitary Inspection 3-4-2, F-1-6

reporting functions 2-1-13

representative sample 4-4-2

representative sampling and testing 2-1-8

responsibilities

applicants D-1-1

Authorized Certification Officials D-1-2

Export Certification Specialists D-1-3

Export Services D-1-6

Regional Program Managers D-1-5

Trade Specialists D-1-4

restrictions on movement of regulated articles 2-1-

11

retesting of candidates 5-1-8

review process for export certificates 5-1-4

revisions to manuals 1-1-8

rhizobia 4-4-4

rice 4-3-3, 4-3-4

Ricinus communis 4-3-3

root-knot nematode 4-5-11

routine monitoring 2-1-11

Russia 4-3-3

rye 4-3-3, 4-3-4

S

safeguarding 2-1-10, 2-1-16

safety

as an advisory 1-1-6

guidelines 4-4-6

sample size 3-4-3, 3-4-4, 4-4-1

sampling 2-1-9, 2-1-11

sampling level 3-4-3

sampling seed 2-1-2, 3-4-4

sawn wood 5-2-27, 5-2-40

schematic of the process of export certification 3-

1-2

scientific evidence 2-1-10

scientific units of measure 3-5-2

Secale cereale 4-3-4, 4-3-7

sections 1-1-8

security guidelines 4-5-5

seed certification procedures 4-5-5

Seed Certification Technical Committee (SCTC) 4-

5-8

seed health accreditation 2-1-2

Seed Health System 2-1-2

seed inspecting 4-4-6

seed mats 2-1-10

seed packaging 4-4-2

seed potatoes 4-5-3

export standards for 4-5-7

grade and identification 4-5-12

refusal, cancellation, and rejection of certification 

services 4-5-11

responsibilities 4-5-8

State authority for certifying 4-5-8

State National Harmonization Program MOU 

Template 4-5-3

seed sampling and testing 2-1-10

seed shipments 4-4-6

seed testing requirements 4-4-5

seed-producing fields 2-1-2

ship holds 3-4-7

shipment integrity 2-1-9

signs of disease 3-4-5, 5-1-2

sizes 2-1-15

small lots of seed 4-4-5

social security number 3-7-5, 3-7-10, 3-7-14

soil 3-4-5, 4-4-5

sorghum 4-3-3, 4-3-4

Sorghum bicolor 4-3-4, 4-3-7

soybean shipments to Russia 4-3-3

soybeans 4-3-3, 4-3-4

specified ports 3-4-8, 3-4-9

square-edged criteria 4-1-1

stakeholders 1-1-5

stamping foreign phytosanitary certificates 3-4-2

State and County ACOs 2-1-14
Index 

03/2023-31 Export Program Manual Index-1-7

A

B

C

D

E

F

G

H

I

J

K

L

M

N

O

P

Q

R

S

T

U

V

W

X

Y

Z

State certification tags 4-5-12

State export certificate 3-3-4

State laboratories 2-1-10

State National Harmonization Program (SNHP) for 

seed potatoes 4-5-2, 4-5-3

State or County officials 2-1-12

State Plant Health Director (SPHD) 2-1-6

State seed potato certification agency 4-5-9

stem cuttings 4-5-3, 4-5-4

Stewart’s bacterial wilt 4-4-6

storage facilities 4-5-7

subsamples 4-4-2, 4-4-4, 4-4-5

suggestions

contacts for A-1-1

sunflower 4-3-4

sunflower seed 4-3-3

supersede statements 1-1-9

supplemental forms F-1-1

supporting documentation 2-1-15, 3-4-5

surveillance 2-1-11

survey data 2-1-11

surveys 2-1-11, 2-1-12

suspension of ACOs 5-1-7

symptoms of disease 3-4-5, 5-1-2

Synchytrium endobioticum 4-5-11

T

tape 4-4-1

tax identification number 2-1-15, 3-7-10, 3-7-14

testing 2-1-9

testing methodologies 4-5-5

Thuja spp. 5-2-35, 5-2-38, 5-2-40

tick marks 3-5-2

Tilletia indica 2-1-8

time limits 2-1-9, 2-1-17, 2-1-18, 3-4-8

time periods 3-4-8

time restrictions 3-4-7

tissue culture potatoes 4-5-4

tolerances for U.S. export seed potatoes 4-5-10, 4-

5-11

total export volume 4-3-3

trade names 2-1-15, 3-5-2, 4-3-6

Trade Specialists D-1-4

transfer of funds 4-5-5

transmittals 1-1-9

traveler’s checks 3-7-4, 3-7-9, 3-7-13

tray packs 3-4-3

treated seeds 2-1-10, 4-4-4

treatments 3-4-6, 5-2-23

trier 4-4-1, 4-4-4, 4-4-5

triticale 4-3-3, 4-3-4

Triticosecale spp. 4-3-4, 4-3-7

Triticum aestivum 4-3-4, 4-3-7

Triticum compactum 4-3-4, 4-3-7

Triticum durum 4-3-4, 4-3-7

Triticum turanicum 4-3-4

tubercles 4-5-3

tubers 4-5-3

two percent level 3-4-3

U

U.S. Grain Standards Act 4-3-1, 4-3-3

U.S. Virgin Islands 3-3-3

unauthorized changes 2-1-6

uniform requirements for seed certification 4-5-4

United States Department of Agriculture 

(USDA) 1-1-2, 2-1-5

units 3-4-3

universities 2-1-12

university laboratories 2-1-10

unofficial requests 2-1-15

unprocessed products 3-3-2

USDA Cyber Security Manual Series 3500 4-5-5

USDA Departmental Manual (DM) 4-5-5

USDA internet use and email security 4-5-5

USDA letterhead statements 2-1-18

USDA-APHIS-PPQ Accreditation Program 2-1-10

user fees

accounting code for 3-7-5

certificates issued worksheet 3-7-20, 3-7-21

checks collected worksheet 3-7-22, 3-7-23

collecting 3-7-4

collecting the administrative fee 3-7-18

description of 3-7-1

for commercial shipments 3-7-3

for non-commercial shipments 3-7-3

for replaced export certificates 3-7-8, 3-7-12, 3-7-

16, 3-7-18

generating and remitting PCIT APHIS 94 3-7-7

guidance for Federal ACOs 3-7-3

handling refunds 3-7-24

managing records 3-7-26

monthly reports 3-7-26

paying by credit card or eCheck 3-7-4

paying by paper check or money order 3-7-4

PPQ responsibilities 3-7-19

reconciling information 3-7-19

record keeping 2-1-15

refund request worksheet 3-7-25

remitting information 3-7-18

remitting paper checks or money orders 3-7-7

reporting voided or erroneous certificates 3-7-17

State and County Guidance for 3-7-9, 3-7-12

tax identification or social security number for 3-

7-5

tracking certificates issued 3-7-17, 3-7-19

User Fee Section 3-7-27

V

vacuum packed seed 4-4-6

Vigna radiata 4-3-4, 4-3-7

viruses 2-1-8

visual inspection 3-4-5

visual inspections of seeds 2-1-2

W

WAD (Work Accomplishment Data) 3-7-26

warning, as an advisory 1-1-6
Index 

Index-1-8 Export Program Manual 03/2023-31

A

B

C

D

E

F

G

H

I

J

K

L

M

N

O

P

Q

R

S

T

U

V

W

X

Y

Z

wart, potato 4-5-11

weed seeds 3-4-5, 4-4-5

wheat 4-3-3, 4-3-4

wheat grain 4-3-3

wild collected plants 2-1-15

wilts 4-5-10, 4-5-11

wood

mill certification program for debarking and grub 

control of coniferous sawn wood 5-2-35

mill certification program for heat treatment of 

coniferous sawn wood going to Member States 

of the European Union 5-2-24

mill certification program for kiln-dried coniferous 

sawn wood going to non European Union 

Member States 5-2-29

wood packaging material 3-4-8

Work Accomplishment Data (WAD) 3-7-26

workplans 2-1-9, 2-1-18

X

XPM

conventions 1-1-5

enabling legislation 1-1-4

program standards 1-1-5

purpose 1-1-2

revisions 1-1-8

scope 1-1-3

users 1-1-4

Z

Zea mays 4-3-4, 4-3-7, 4-4-6